Theatre workshop checklist: what to arrange and when

A theatre workshop needs more than a teacher and a room. You need time to build the programme, confirm supervisors, collect registrations and prepare exercises, scenes and audio before participants arrive. On the day, the room must support both performance and audience areas, with materials, sound equipment and refreshments ready. Use this checklist to work through the planning in order and avoid last-minute setup problems.

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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

Confirm workshop date and location
Confirm teacher and supervisors
Make the room reservation
Develop the program and schedule
2 people
Send invitations
Process registrations
Collect dietary requirements
Create participant list and contact details
Send reminder to participants
Prepare exercises and scenes
2 people
Prepare music and audio files
Check the shopping list
Do the shopping
2 people
Test materials and equipment
2 people

Event

Open and ventilate the room
2 people
Set up tables and chairs
3 people
Mark the Performance Area and Audience Area
2 people
Prepare workshop materials
2 people
Connect sound equipment
2 people
Set up the coffee and tea station
2 people
Receive participants
3 people
Register attendance
2 people
Hand out name badges
Give welcome briefing
Lead the warm-up
2 people
Lead improvisation exercises
3 people
Serve break drinks
2 people
Refill drinks
Develop scenes and characters
3 people
Set out snacks
2 people
Serve dinner
3 people
Clear away dishes and waste
2 people
Rehearse the final scenes
3 people
Set up the presentation area
3 people
Guide the short presentations
3 people
Close with a thank-you speech
See participants off
2 people

Aftercare

Sort and pack materials
3 people
Shut down and store equipment
2 people
Put tables and chairs back
3 people
Wash dishes
2 people
Clean the room
3 people
Collect and take away waste
2 people
Return borrowed materials
Handle lost and found
Store participant photos securely

What to bring

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

Furniture

Chairsqty 50
Tablesqty 8
Folding table
Clothing rackqty 2
Changing room screenqty 2

Tableware

Drinking glassesqty 50
Coffee cupsqty 40
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 6

Equipment

Bluetooth speakerqty 2
Microphone
Laptop
Extension cordsqty 4
Power stripsqty 4
Rechargeable batteriesqty 8

Theater supplies

Improvisation cardsqty 3
Text sheetsqty 50
Notepadsqty 50
Pensqty 60
Pencilsqty 30
Markersqty 12
Flip chart
Flip chart sheetsqty 30
Tapeqty 6
Scissorsqty 6
Prop boxqty 2
Costume accessoriesqty 30
Name badge holdersqty 50

Decorations

Black drapesqty 6
Paper arrowsqty 10

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 3
Bread knivesqty 2
Serving spoonsqty 4

Cleaning

Broomqty 2
Dustpan and brushqty 2
Mopqty 2
Bucketsqty 2
Waste binsqty 4

Catering

Groceries

Tips

Confirm the teacher, supervisors, date and room before opening registration. Aim to have these details fixed at least 3–4 weeks before the workshop so invitations contain complete information.
Set a registration deadline 7–10 days before the workshop. Use the final participant list to check contact details, attendance and dietary requirements before sending the reminder.
Test the laptop, Bluetooth speaker, microphone, extension cords and power strips at least 2 days beforehand. Play every audio file once and keep rechargeable batteries available for equipment that needs them.
Prepare the exercises, scenes, text sheets and improvisation cards in separate sets before the day. Put name badge holders, notepads, pens, pencils, markers, tape and scissors where participants can reach them.
Allow 60–90 minutes for room setup. Mark the performance and audience areas, arrange chairs and tables, set up the changing screen and clothing rack, connect the sound equipment, and prepare the coffee and tea station before registration starts.

Frequently asked questions

How far in advance should I organise a theatre workshop?: Fix the date, location, teacher and supervisors 3–4 weeks in advance. Start registrations soon afterwards and close them 7–10 days before the workshop so you can prepare the participant list and materials.
How long does it take to set up a theatre workshop room?: Allow 60–90 minutes for setup, depending on the room and equipment. This covers arranging chairs and tables, marking the performance area, preparing materials, connecting sound and setting up refreshments.
What should I test before a theatre workshop?: Test the laptop, speaker, microphone, extension cords and power strips at least 2 days before the workshop. Check every music and audio file, and bring rechargeable batteries in case equipment loses power.
When should I send a reminder to theatre workshop participants?: Send the reminder 3–5 days before the workshop, after registrations have closed. Include the start time, location, what participants should bring and any relevant arrival or dietary information.

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