Web design workshop checklist

A web design workshop needs more than a good lesson plan. You also need reliable laptops, tested software, enough power outlets, working internet and practice files ready before participants arrive. This checklist puts the work in a sensible order, from setting learning objectives and opening registrations to printing name badges and testing the projector. Use it to coordinate the instructor, assistant, venue, technology, food and participant materials without leaving setup until the last minute.

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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

Set the program and learning objectives
Confirm the instructor and assistant
Reserve the venue and room layout
Create the registration form
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send reminder to participants
Develop activities and assignments
2 people
Prepare presentation and demonstrations
Set up practice files and templates
Test the required software
Check Wi-Fi and internet capacity
Inventory the equipment and cables
Order catering
Do the shopping
2 people
Print name tags and worksheets
Assemble participant packs
2 people
Prepare snacks and dinner
2 people
Chill drinks
Set up tables and chairs
3 people
Set up the presentation table
Provide power at workstations
2 people
Install the projector and screen
2 people
Set up laptops and software
2 people
Test internet connection
Set up the reception desk
Prepare registration materials
Set out coffee and tea

Event

Welcome and register participants
2 people
Explain the program and house rules
Demonstrate web design basics
Supervise the first practice assignment
2 people
Provide coffee break
2 people
Refill drinks
Explain HTML and CSS
Supervise the second practice assignment
2 people
Serve dinner
2 people
Collect tableware and waste
2 people
Demonstrate responsive design
Supervise the final task
2 people
Answer individual questions
2 people
Have the work results presented
Hand out feedback forms
See participants off
2 people

Aftercare

Collect laptops and accessories
2 people
Pack away the projector and cables
2 people
Wash dishes
2 people
Put the tables and chairs back
3 people
Collect and remove waste
2 people
Clean the hall and kitchen
3 people
Return borrowed equipment
Send working files to participants
Send certificates and thank-you email
Process feedback forms

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Reception desk
Presentation table

Equipment

Laptopsqty 22
Laptop chargersqty 22
Projector
Projection screen
Wi-Fi router
USB sticksqty 24
Extension cordsqty 6
Power stripsqty 8
HDMI cableqty 2
HDMI adaptersqty 3
Wireless presentation mouse
Speaker

Tableware

Coffee cupsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving plattersqty 6
Coffee potsqty 2
Water jugsqty 3

Kitchen

Kettleqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 4
Coolersqty 2
Thermos flasksqty 3

Office

Name badgesqty 24
Ballpoint pensqty 30
Notepadsqty 24
Worksheetsqty 24
Feedback formsqty 24
Pen holdersqty 4
Tapeqty 2
Scissorsqty 2
Markersqty 2

Catering

Groceries

Tips

Set the learning objectives before preparing slides or exercises. A clear target for each session makes it easier to decide which practice files, templates and demonstrations participants actually need.
Test every laptop, charger, browser, software package and practice file at least 48 hours before the workshop. Check the projector, HDMI adapters, presentation mouse and speaker with the same equipment you will use on the day.
Plan power and internet for every workstation, not just the presentation table. Count one usable power connection per laptop and test the Wi-Fi with the expected number of participants connected at once.
Close registration early enough to order food and prepare materials. Send a reminder 2–3 days before the workshop, including the start time, venue details, what participants should bring and any dietary information you still need.
Allow at least 60–90 minutes for room setup. Arrange tables and chairs, label participant packs, connect the projector and screen, place name badges at reception, and chill drinks before the first participant arrives.

Frequently asked questions

How far in advance should I organise a web design workshop?: Start planning at least 4–6 weeks ahead if you need to reserve a venue, confirm an instructor and collect registrations. Finalise catering, dietary requirements and printed materials 5–7 days before the workshop.
How many laptops do I need for a web design workshop?: Plan for one working laptop per participant, plus at least one spare if possible. Count chargers, power strips and extension cords for every workstation, and test the software on all devices at least 48 hours beforehand.
When should I test the Wi-Fi and workshop software?: Test both no later than 48 hours before the event, then repeat a quick check during room setup. Confirm that the connection supports the expected number of participants and that every practice file and template opens correctly.
How much setup time does a web design workshop need?: Allow 60–90 minutes before the start time for tables, power, laptops, projector, screen, presentation equipment, participant packs and refreshments. Add extra time if the room or equipment is unfamiliar.

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