Tablet workshop checklist: what to arrange and when

A tablet workshop runs smoothly when the practical details are finished before participants arrive. Start with the room, supervisor, invitations and registration, then prepare the programme, manuals and worksheets. In the final days, check every tablet, charger, Wi-Fi connection and accessibility setting. On the day itself, allow time to arrange tables, chairs, name badges, the projector and refreshments before opening the room.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve a room
Assign a supervisor
Send invitations
Process registrations
Collect dietary requirements
Inventory transport needs
Update participant list
Send reminder
Develop the program
Prepare manuals
Print worksheets
Collect tablets
2 people
Charge tablets
Update tablets
Test Wi‑Fi
Test the projector
Test accessibility settings
Do the shopping
2 people
Keep chilled products cool
Prepare the attendance list

Event

Open room
Set up tables
2 people
Set up chairs
2 people
Set out tablets
2 people
Set up coffee station
2 people
Receive participants
2 people
Hand out tablets
2 people
Explain the basic settings
Guide internet search exercise
3 people
Serve break drinks
2 people
Lead email practice
3 people
Manage practice photos
3 people
Set up the dinner buffet
2 people
Serve dinner
3 people
Refill drinks
Moderate the Q&A
Explain safety and privacy
Collect the tablets
2 people
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Clean the room
2 people
Return tablets
2 people
Return equipment
Clear personal data

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Tablesqty 8
Chairsqty 24
Tableclothqty 4

Equipment

Tabletsqty 15
Tablet chargersqty 15
Extension cordsqty 4
Power stripsqty 4
Wi-Fi router
Laptop
Projector
Projection screen
HDMI cable
Mouse
Keyboard
Speaker
Power banksqty 4
Magnifying glassesqty 6
Headphonesqty 6

Tableware

Coffee cupsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving spoonsqty 4

Kitchen

Thermos flasksqty 3
Water jugsqty 3
Coolersqty 2
Serving traysqty 3

Paperwork

Printed manualsqty 24
Practice sheetsqty 24
Name badgesqty 24
Ballpoint pensqty 24
Notepadsqty 24
Attendance listsqty 2

Cleaning

Disinfecting wipesqty 3
Cleaning sprayqty 2
Trash binsqty 3

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop. Use the final participant list to confirm dietary requirements, transport needs and how many tablets must be available.
Charge and update every tablet no later than the day before. Test each charger, power strip and extension cord, and keep a few power banks ready for devices that lose charge during practice.
Test the Wi-Fi, projector, HDMI connection and accessibility settings at least 24 hours in advance. A short test with the actual laptop and projector catches connection problems that a quick visual check will miss.
Prepare one printed manual and one set of practice sheets per participant, plus a small spare stack. Put name badges and the attendance list at the entrance so registration does not delay the start.
Open the room at least 60 minutes before the workshop. Set out tablets, chargers, headphones and magnifying glasses first, then arrange the coffee station with cups, glasses, water and chilled items close by.

Frequently asked questions

How early should I start planning a tablet workshop?: Start at least 3 to 4 weeks before the workshop. This gives you time to reserve a suitable room, assign a supervisor, send invitations, process registrations and adjust the device count.
When should I test the tablets and Wi-Fi?: Test the tablets, updates, chargers and Wi-Fi no later than 24 hours beforehand. Repeat a quick connection and projector test when you open the room, because cables and power connections can change during setup.
How many printed manuals and worksheets do I need?: Prepare one manual and one worksheet set for every registered participant, then add 2 to 3 spare copies. Finalise the quantity after the registration deadline so you do not print for cancellations or miss late additions.
How long does it take to set up a tablet workshop room?: Allow at least 60 minutes before participants arrive. A room with tables, chairs, tablets, chargers, projection equipment and a coffee station often needs more time than a simple classroom setup.

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