Video Clip Workshop Checklist: What to Arrange and When

A video clip workshop needs more than cameras and a creative idea. You need a confirmed participant list, a workable concept, signed consent forms, tested recording equipment and a clear running order. Start with the venue, dates and registrations, then develop the script and shot list before preparing people, props and technology. Use the checklist below to keep filming day focused on making the clip instead of solving preventable 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

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Finalize participant list
Develop the workshop program
2 people
Define video clip concept
2 people
Create script and shot list
2 people
Check filming locations
2 people
Check music and rights
Print consent forms
Print name badges
Print the run sheet
Order catering
Do the shopping
2 people
Test cameras and lenses
2 people
Test audio equipment
2 people
Test lights and stands
2 people
Format memory cards
Fully charge batteries
Check installation software
Pack up materials
2 people
Set up the space
3 people
Set up tables and chairs
3 people
Set up registration desk
Set up cameras
2 people
Build the lighting setup
2 people
Set up sound system
2 people
Set out snacks and drinks
2 people
Carry out the final technical test
2 people

Event

Receive participants
2 people
Have waivers signed
Give the workshop introduction
Explain the video clip concept
Demonstrate camera equipment
Prepare recordings
3 people
Film the first scenes
4 people
Serve break snacks
2 people
Refill drinks
Film follow-up scenes
4 people
Select images
3 people
Demonstrate assembly
View final result
See participants off
2 people

Aftercare

Secure files
2 people
Switch off equipment
2 people
Dismantle equipment
3 people
Clear tables and chairs
3 people
Collect waste
2 people
Wash dishes
2 people
Clean the room
2 people
Charge equipment
Return rented materials
2 people
Back up video files
Send the participant link

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Stoolsqty 4

Equipment

Video camerasqty 3
Camera lensesqty 4
Camera tripodsqty 3
Smartphonesqty 4
Gimbalsqty 2
Microphonesqty 3
Audio recordersqty 2
Headphonesqty 6
Laptop computersqty 6
External hard drivesqty 2
Memory cardsqty 6
Battery chargersqty 6
Extension cordsqty 3
Power stripsqty 6
Tapeqty 4
Cable tiesqty 50

Lighting

LED lampsqty 4
Light standsqty 4
Softboxesqty 2
Reflectorsqty 2

Decorations

Backdrop clothsqty 3
Clothes racksqty 2
Propsqty 15
Name badgesqty 30
Pensqty 30
Whiteboard
Whiteboard markersqty 6
Flip chart
Flip chart sheetsqty 20
Sticky notesqty 6
Printer paperqty 100
Clipboardsqty 6

Tableware

Reusable cupsqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Kettlesqty 2
Coffee machinesqty 2
Coolersqty 2
Thermos flasksqty 3

Catering

Groceries

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan
Cleaning glovesqty 4

Tips

Lock the concept, script and shot list before checking equipment. This tells you how many locations, performers, props and camera setups you actually need.
Collect dietary requirements when registrations come in, then finalize the participant list before printing badges, consent forms and the run sheet. Leave at least 3 days for late changes.
Test every camera, lens, microphone, recorder, light and laptop before the workshop. Format memory cards and fully charge batteries no later than the evening before filming.
Check filming locations early, including available power and background space. Pack extension cords, power strips, tape and cable ties so cables can be secured before participants arrive.
Set up the registration desk, tables, chairs and equipment before the first arrival. Keep a separate area for memory cards, chargers and external hard drives so footage is not misplaced during the day.

Frequently asked questions

How far in advance should I plan a video clip workshop?: Start planning at least 4 weeks before the workshop. Reserve the venue, send invitations and define the video concept first; use the final week for consent forms, catering, equipment tests and the run sheet.
What equipment do I need for a video clip workshop?: Plan for at least one video camera, a suitable lens, tripod, microphone, audio recorder, headphones and lights. Also prepare charged batteries, formatted memory cards, chargers, power strips and an external hard drive for backups.
When should participants sign consent forms?: Collect signed consent forms before filming begins, ideally during registration or in the days before the workshop. Print a few spare copies and keep the completed forms with the participant list rather than with the filming equipment.
How long before the workshop should I test the filming equipment?: Run a complete camera, audio and lighting test at least 24 hours before the workshop. Test the full setup with the laptop and memory cards, then charge batteries again immediately after the test.

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