Technology workshop checklist

A technology workshop needs more preparation than a room, laptops and a presentation. You need a working program, confirmed participants, consent forms where required, tested software and one complete kit per group. Plan the practical work backwards from the workshop date: registrations and dietary information first, equipment checks next, and room setup last. This checklist covers the details that are easy to leave until the final hour, including power, spare components, safety instructions and attendance records.

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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
Develop the workshop program
2 people
Send invitations
Process registrations
Collect dietary requirements
Collect parental consent forms
Assign participant groups
2 people
Prepare work orders
2 people
Assemble tech kits
2 people
Test laptops and software
2 people
Count electronic components
2 people
Print safety instructions
Make name badges
Do the shopping
2 people
Bring materials to the venue
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Connect power supply
2 people
Test presentation
Set out drinks and snacks
2 people

Event

Receive participants
2 people
Register attendance
Explain safety rules
Give a technical demonstration
Hand out equipment kits
3 people
Guide participants
4 people
Serve drinks and snacks
2 people
Refill drinks
Present final results
2 people
Collect equipment sets
3 people
See participants off
2 people

Aftercare

Safely shut down electronics
2 people
Sort materials
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean work area
2 people
Return materials
2 people
Return borrowed equipment
Send thank-you message to participants

What to bring

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

Furniture

Work tablesqty 6
Chairsqty 24
Tableclothqty 6

Equipment

Laptopsqty 12
Laptop chargersqty 12
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6

Technical equipment

Microcontroller kitsqty 12
USB cablesqty 24
Breadboardsqty 12
Jumper cable setsqty 12
LED assortmentsqty 12
Resistance bandsqty 12
Sensor setsqty 12
Battery holdersqty 12
Batteriesqty 24
Crocodile clipsqty 12
Multimetersqty 6
Tool setsqty 12
Parts binsqty 24

Safety

Safety gogglesqty 24
Anti-static matsqty 12

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4

Kitchen

Coolersqty 2
Water jugqty 2
Pouring spoutqty 2

Catering

Groceries

Paper goods

Worksheetsqty 30
Safety instructionsqty 30
Name badgesqty 30
Notepadsqty 30
Ballpoint pensqty 30
Color markersqty 24
Tapeqty 6
Labelsqty 4

Cleaning

Waste binsqty 4
Microfiber clothsqty 12
Hand sanitizerqty 4
Nitrile glovesqty 2

Tips

Set a registration deadline at least 7 days before the workshop so you have time to collect dietary requirements, parental consent forms and group assignments. Do not wait until arrival to discover that a participant cannot take part.
Test every laptop, charger and required software at least 3 days beforehand. Open the presentation, connect the projector and run the planned demonstration using the same cables and power supply you will use on the day.
Assemble one complete technology kit per participant group, then add at least 10% spare cables, LEDs, resistors, batteries and other small components. Count parts into labelled bins so missing items are visible before setup.
Plan room setup for at least 60 minutes before participants arrive. Leave clear access to extension cords and power strips, put safety goggles and instructions at each workstation, and keep chargers and spare equipment together.
Prepare the welcome process before the doors open: place name badges at registration, keep the attendance list ready, and give the safety explanation before handing out equipment kits. This prevents groups from starting with tools before the rules are clear.

Frequently asked questions

How far in advance should I plan a technology workshop?: Start at least 4 weeks before the workshop if you need to reserve a room, develop the program and send invitations. Set registration and consent deadlines 7 days before the event, leaving time to assign groups and prepare kits.
How many laptops and technology kits do I need?: Provide one tested laptop and one complete equipment kit for each participant group, based on your planned group size. Prepare at least 10% spare small components and keep replacement cables, batteries and chargers available on the day.
How long does it take to set up a technology workshop?: Allow at least 60 minutes for tables, chairs, workstations, power, the projector and refreshments. Add another 30 minutes if the room layout is unfamiliar or you need to test a technical demonstration on site.
When should I test the workshop equipment?: Test laptops, software, chargers, cables, the projector and the presentation at least 3 days before the workshop. Repeat a short power and presentation check immediately after the room is set up.

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