Technology Day Checklist

A technology day combines timed workshops, shared equipment and participants who may need different levels of support. Start with the date, rooms and workshop format, then build the schedule around leaders, workstations and equipment availability. Registrations should capture dietary requirements early enough for catering and participant lists. In the final week, test every laptop, printer, soldering station and projector, install software, charge batteries and label each workstation before people arrive.

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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

Set the date and program
2 people
Reserve rooms
Determine the workshop components
3 people
Contact workshop leaders
2 people
Draft invitations
2 people
Send invitations
2 people
Open registrations
Process registrations
2 people
Collect dietary requirements
Create participant lists
2 people
Create the workshop schedule
2 people
Send program to attendees
Inventory materials
2 people
Order technical equipment
Order catering
Prepare worksheets
3 people
Make name badges
2 people
Design route signs
Write safety instructions
2 people
Test equipment
3 people
Install software
2 people
Charge batteries
Pick up groceries
2 people
Chill drinks
2 people
Label workstations
2 people
Set up materials per workshop
4 people
Set up tables and chairs
4 people
Set up workshop corners
5 people
Set up the registration table
2 people
Connect the equipment stations
4 people
Set up the presentation area
3 people
Hang decorations
3 people
Put up signs and signage
2 people
Set up the coffee and tea station
2 people
Prepare snacks
3 people
Brief reception team
2 people
Brief chaperones
3 people
Carry out the final safety check
2 people

Event

Register participants
3 people
Hand out name badges
2 people
Deliver the opening presentation
2 people
Guide the first workshop round
8 people
Refill drinks
2 people
Check technical stations
3 people
Serve break snacks
3 people
Reset workstations
5 people
Lead the second workshop round
8 people
Restock Supplies
3 people
Refill coffee and tea
2 people
Guide demonstrations
4 people
Serve dinner
5 people
Distribute diet meals
2 people
Collect waste and tableware
3 people
Lead the evening workshop
8 people
Refill drinks
2 people
Moderate audience questions
2 people
Present projects
4 people
Run the closing awards ceremony
3 people
See visitors out
3 people

Aftercare

Safely shut down equipment
4 people
Sort materials
4 people
Wash dishes
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Collect waste
3 people
Clean the rooms
5 people
Clean the kitchen
3 people
Pack equipment
4 people
Return borrowed materials
2 people
Store leftover materials
2 people
Keep leftovers refrigerated
Collect lost and found items
Send thank-you message

What to bring

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

Furniture

Tablesqty 18
Chairsqty 110
Registration desk
Workbenchesqty 8
High tablesqty 4
Waste binsqty 8

Equipment

Laptopsqty 12
Microcontrollersqty 12
Robot kitsqty 8
3D Printersqty 2
Soldering stationsqty 6
Multimetersqty 8
Projectorsqty 2
Projection screensqty 2
Extension cordsqty 12
Power stripsqty 14
USB cablesqty 20
Charging stationsqty 4
Portable speakersqty 2
Microphonesqty 2

Technical equipment

Breadboardsqty 12
Jumper wiresqty 12
LED setsqty 12
Resistance bandsqty 12
Sensor setsqty 12
Crocodile clipsqty 24
Solderqty 6
Cutters and Stripping Pliersqty 8
Screwdriver setsqty 8
Tape measuresqty 8
Construction materialsqty 12
Cardboard sheetsqty 40
Wooden slatsqty 30
Cable tiesqty 200
Insulation tapeqty 12
Duct tapeqty 6
Glue gunsqty 6
Glue Sticksqty 60
Safety gogglesqty 30
Work glovesqty 30
Cutting matsqty 12
Craft knivesqty 12
Rulersqty 12
Markersqty 30
Pencilsqty 30
Notepadsqty 30
Worksheetsqty 120
Name stickersqty 120

Tableware

Reusable cupsqty 140
Platesqty 120
Cutlery setsqty 120
Coffee cupsqty 80
Tea glassesqty 80
Serving traysqty 8
Pitchersqty 6
Serving spoonsqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 3
Coolersqty 4
Thermos flasksqty 6
Cutting boardsqty 4
Knivesqty 6
Bowlsqty 12
Pliersqty 6

Decorations

Tech Day postersqty 12
Directional signsqty 20
Arrow stickersqty 30
Tableclothsqty 12
Name badge holdersqty 120
Balloonsqty 100

Lighting

LED string lightsqty 4
Battery lampsqty 6

Cleaning

Vacuum cleanersqty 2
Mopsqty 3
Bucketsqty 3
Hand broomsqty 4

Catering

Groceries

Tips

Set the programme before opening registrations. Confirm each workshop’s duration, room, leader and maximum group size so you can create accurate participant lists and avoid promising more places than your equipment supports.
Check equipment by workstation, not only by category. For each laptop or robot kit, verify the required USB cables, power strips, microcontrollers, sensor sets and other small components; missing cables are easy to overlook until setup begins.
Send the programme and practical instructions several days before the technology day. Include arrival details, workshop times, what participants should bring, dietary information deadlines and any safety rules for soldering, cutters or 3D printers.
Run a full technical test at least one day before the event. Install and open the required software, test projectors and microphones, check internet access, and confirm that charging stations and extension cords reach every workstation safely.
Prepare the room in the order participants will use it. Set up the registration desk and signs first, then tables, chairs and labelled workstations; chill drinks, place waste bins and keep spare tools and materials accessible to workshop leaders.

Frequently asked questions

How far in advance should I plan a technology day?: Set the date, reserve rooms and confirm workshop leaders at least 6 to 8 weeks ahead. Open registrations only after the programme, capacity and equipment requirements are clear.
When should I send invitations for a technology day?: Send the first invitation about 4 weeks before the event, then close or review registrations 7 to 10 days before it. Use that final window to confirm dietary requirements and create participant lists.
How long before a technology day should equipment be tested?: Complete a full test at least 24 hours before participants arrive. Test software, laptops, microcontrollers, robot kits, 3D printers, soldering stations, projectors and audio equipment under the same setup you will use on the day.
What should I prepare the day before a technology day?: Install software, charge batteries, prepare worksheets and name badges, label workstations, put up route signs and write out safety instructions. Also check that every group has its tools, cables, components and a working power connection.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.