Ukulele Workshop Checklist

A ukulele workshop needs more than instruments and a teacher. You need the right room layout, enough tuned ukuleles, printed music, registration materials and a clear plan for different skill levels. Start with the venue, workshop leader and programme, then confirm participants and equipment before preparing the room. This checklist also covers the details that are easy to leave until the last minute, such as spare instruments, sound testing, refreshments and tuning every ukulele before people arrive.

Organize this event for free with Lizzt

The plan, step by step

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

Preparations

Reserve the venue and hall
Assign workshop leader
Determine the program and level
2 people
Send invitations
Process registrations
Collect dietary requirements
Confirm participant list
Inventory ukuleles and accessories
2 people
Check reservations
Create worksheets and lyrics
2 people
Print worksheets and lyrics
Do the shopping
2 people
Chill drinks
Tune and label ukuleles
2 people
Prepare catering
2 people
Open and ventilate the room
Set up tables and chairs
3 people
Lay out workshop materials
2 people
Test sound equipment
2 people
Set up registration desk
Set out coffee and tea
2 people

Event

Receive participants
2 people
Hand out ukuleles
2 people
Open workshop and safety guidelines
Explain posture and breathing technique
Practice chords
2 people
Practice rhythms and playing technique
2 people
Serve coffee break
2 people
Refill drinks
Practice songs in groups
3 people
Serve the buffet and dinner
3 people
Keep track of tableware and buffet
2 people
Guide the team play
2 people
Host open stage and request songs
2 people
Handle closing number and wrap-up
2 people
Collect ukuleles and materials
2 people
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Turn off the sound equipment
Store Materials Safely
2 people
Check and return ukuleles
2 people
Store leftover stock
Return rental items
2 people

What to bring

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

Furniture

Chairsqty 36
Tablesqty 6
Registration desk
Buffet tableqty 2

Equipment

Ukulelesqty 30
Spare ukulelesqty 3
Ukulele bagsqty 33
Clip-on tunersqty 10
Music standsqty 6
Active speaker
Microphone
Microphone stand
Extension cordsqty 3
Power stripsqty 4

Workshop materials

Music foldersqty 36
Approval cardsqty 36
Printed lyricsqty 36
Notepadsqty 36
Ballpoint pensqty 40
Pencil sharpenersqty 4
Spare stringsqty 10
Whistlesqty 2

Tableware

Reusable mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 6
Serving utensilsqty 6

Cleaning

Waste binsqty 3
Cleaning clothsqty 8
Floor mop
Bucketsqty 2

Decorations

Name badgesqty 40
Paper tableclothsqty 6

Catering

Groceries

Tips

Confirm the participant list several days before the workshop and use it to check dietary requirements, seating needs and the number of ukuleles required. Keep at least a few spare ukuleles available for late arrivals or equipment problems.
Tune and label every ukulele before the doors open. Put clip-on tuners, spare strings, music stands and ukulele bags where the workshop leader can reach them without interrupting the session.
Print enough worksheets and lyrics for every participant, plus a small reserve. Place music folders, approval cards, notepads and pens at each seat rather than handing everything out during the introduction.
Test the microphone, active speaker, microphone stand, extension cords and power strips before participants arrive. A short sound check is especially useful when the room is large or noisy.
Allow time to open and ventilate the room, arrange tables and chairs, and set up the registration desk. Prepare coffee, tea, chilled drinks and reusable mugs before registration so the welcome does not compete with setup.

Frequently asked questions

How many ukuleles do I need for a workshop?: Plan one ukulele for every registered participant and keep several spare ukuleles available. Check the final participant list before the workshop, then add spare instruments for breakage, tuning problems or unexpected arrivals.
How early should I arrive for a ukulele workshop?: Arrive at least 60 to 90 minutes before participants. This gives you time to ventilate the room, arrange tables and chairs, tune and label the ukuleles, set out materials, prepare refreshments and test the sound equipment.
What should beginners receive at a ukulele workshop?: Give each beginner a ukulele, a music folder, printed lyrics or worksheets, a notepad and a pen. Include clear opening guidance on posture, breathing technique, safety and how to handle the instrument before playing starts.
When should I confirm ukulele workshop registrations?: Confirm registrations and the final participant list several days before the workshop, preferably at least 3 days in advance. Use the confirmed numbers to check instruments, printed materials, seating, refreshments and dietary requirements.

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.