What you need for a video clip workshop

A video clip workshop needs more than cameras and a script. Plan equipment for filming, clean audio, lighting, data storage, participant comfort and a quick registration setup. Bring backup power and recording capacity so one flat battery or full memory card does not stop the session. Consent forms, name badges and a printed run sheet are easy to overlook, especially when several groups are filming at once. Use this list alongside the workshop plan to check what must be bought, borrowed or packed.

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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
- Coffee - 2 packs
- Tea bags - 2 boxes
- Sugar - 1 pack
- Milk - 4 liters
- Oat milk - 2 liter
- Cola - 6 bottles
- Cola Zero - 6 bottles
- Sinas - 4 bottles
- Sparkling water - 4 bottles
- Still water - 6 bottles
- Apple juice - 3 packs
- Paprika chips - 3 bags
- Plain chips - 3 bags
- Tortilla chips - 3 bags
- Salsa - 3 jars
- Mini wraps - 40 pieces
- Hummus - 3 tubs
- Cream cheese - 3 tubs
- Young cheese - 1,5 kilogram
- Chicken breast slices - 1 kilogram
- Vegetarian spread - 3 tubs
- Cucumbers - 4 pieces
- Bell peppers - 6 pieces
- Cherry tomatoes - 1,5 kilograms
- Carrots - 1 kilogram
- Grapes - 1.5 kilograms
- Apples - 24 pieces
- Bananas - 24 pieces
- Cookies - 4 packs
- Brownies - 30 pieces
- Gluten-free crackers - 2 packs
- Vegan wraps - 20 pieces
- Napkins - 100 pieces
- Paper straws - 50 pieces
- Aluminum foil - 1 roll
- Cling film - 1 roll
- Trash bags - 2 rolls
- Paper towels - 4 rolls
- Toilet paper - 12 rolls
- Dish soap - 2 bottles
- All-purpose cleaner - 2 bottles
- Disinfecting wipes - 3 packs
- Sponges - 6 pieces

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpan
Cleaning glovesqty 4

Tips

Plan at least one camera, tripod and microphone per filming group, plus one spare memory card and charged battery for each camera. This prevents groups from waiting while equipment is shared or charging.
Allow one power strip and one extension cord for each equipment table, then add one spare of each. Keep charging cables together at the registration or production desk rather than scattered across the room.
For a full filming day, prepare enough memory-card space for several takes per group and bring an external hard drive for a second copy. Copy footage during breaks instead of waiting until everyone leaves.
Use one LED lamp and stand for each main setup, with a softbox or reflector where faces need even light. Pack tape and cable ties before the day starts; loose cables become a trip hazard as soon as cameras and lights are moved.
Buy or pack reusable cups, plates and cutlery for the confirmed participant count, plus a small buffer of 10 percent. Check dietary requirements before ordering catering, not when food is being served.

Frequently asked questions

What equipment do I need for a video clip workshop?: For each filming group, plan a video camera or smartphone, tripod or gimbal, microphone, headphones and enough memory-card space for multiple takes. Add shared lights, stands, audio recorders, chargers, power strips and a laptop for checking footage.
How many cameras do I need for a video clip workshop?: One camera per filming group keeps participants working without long waits. If the workshop has 12 people in three groups, prepare 3 cameras and keep a fourth recording device available as backup if possible.
How much food and tableware should I buy?: Use the confirmed participant list as your base quantity and add about 10 percent for unexpected guests or damaged items. Match cups, plates and cutlery to that total, and confirm dietary requirements before placing the catering order.
When should I charge batteries and format memory cards?: Charge every camera, recorder and light battery the evening before the workshop, then check the charge again before setup. Format memory cards after backing up any needed files, ideally on the day before filming rather than during participant arrival.

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