Web Design Workshop Checklist

A web design workshop needs more preparation than a room, laptops and a presentation. You need a working registration process, tested software, reliable Wi-Fi and a practical assignment that fits the available time. This checklist takes you from setting the date through participant registration and the final room setup. Use it to coordinate the teacher, assistants, venue, equipment, catering and information participants need before they arrive.

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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 date and program
Reserve venue
Confirm teacher and assistants
Create the registration form
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Prepare teaching materials
2 people
Test practical assignment
2 people
Check the required software
2 people
Test Wi-Fi and network
2 people
Order catering
Prepare name badges
Do the shopping
2 people
Charge equipment
2 people

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up the presentation area
2 people
Set out laptops and chargers
3 people
Connect the projector and screen
2 people
Test workstations and accounts
3 people
Set out coffee and tea
2 people
Set up the reception desk
2 people
Register participants
2 people
Explain the program and safety rules
Give a web design introduction
Serve snack breaks
2 people
Demonstrate the website
Guide participants
3 people
Refill drinks
Serve sandwiches and salads
3 people
Guide final presentations
2 people
Handle the Q&A session and closing
Collect laptops and equipment
3 people

Aftercare

Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Pack equipment
2 people
Return borrowed materials
Send participant materials afterward

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Presentation table

Equipment

Laptopsqty 30
Laptop chargersqty 30
Projector
Projection screen
Wi-Fi router
Network switch
Ethernet cablesqty 12
Extension cordsqty 8
Power stripsqty 10
HDMI cableqty 2
Presentation clicker
Computer accessoriesqty 6

Tableware

Drinking glassesqty 40
Coffee cupsqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 3
Kitchen scale

Lighting

Desk lampsqty 6

Catering

Coffee potqty 2
Teapotqty 2
Water dispensersqty 2
Bread basketsqty 4
Waste binsqty 4
Name badgesqty 36
Pensqty 40
Notepadsqty 36
Lesson foldersqty 36
Flip chart
Flipchart markersqty 4
Cable ties
Groceries

Cleaning

Vacuum cleaner
Mop
Bucketqty 2
Cleaning glovesqty 4

Tips

Set the date and program before inviting anyone, then reserve the venue and confirm the teacher and assistants. Leave enough time for a practical assignment, questions and at least one short break.
Test the exact software and assignment on every type of laptop you will use. Check accounts, permissions, browser versions and required extensions at least 7 days before the workshop.
Treat the network as a workshop resource, not a last-minute detail. Test the Wi-Fi, router, network switch and Ethernet cables with all planned workstations, and prepare extension cords and power strips for the room.
Send participant information after processing registrations and collecting dietary requirements. Include the start time, address, what participants should bring, software instructions and when the registration desk opens.
Set up the room before participants arrive: arrange tables and chairs, connect the projector and screen, test the presentation area, place laptops with chargers, and prepare coffee, tea and name badges. Open the venue at least 60 minutes early for a full equipment check.

Frequently asked questions

How far in advance should I plan a web design workshop?: Start planning at least 4 to 6 weeks before the workshop. That gives you time to reserve a venue, confirm the teacher, open registration, process responses and test the software and assignment.
When should I test the laptops and workshop software?: Complete a full test at least 7 days before the event, then repeat a short check on the event morning. Test every workstation, user account, charger, browser and software feature needed for the practical assignment.
How early should I arrive to set up a web design workshop?: Open the venue at least 60 minutes before participants arrive. Allow extra time if you need to connect a projector, configure a Wi-Fi network, arrange laptops and chargers, or troubleshoot participant accounts.
What should I send participants before a web design workshop?: Send the participant information 3 to 5 days beforehand. Include the schedule, venue details, arrival instructions, required software, account instructions, what to bring and a contact for last-minute questions.

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