Welding workshop checklist

A welding workshop needs more than machines and metal. You need a confirmed workspace, suitable power and extraction, protective equipment for every participant, prepared project materials and a clear safety briefing. This checklist puts the work in a practical order, from setting the date and processing registrations to preparing individual material packages and printing worksheets. It also covers details that are often left until the last day, such as emergency contacts, ventilation, fire equipment, dietary requirements and workstation setup.

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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

Confirm the workshop date
Reserve venue and workspace
Reserve welding equipment
Send invitations
Process registrations
Collect dietary requirements
Finalize participant list
Collect emergency contacts
Determine the projects and designs
2 people
Calculate material quantities
Prepare welding and demonstrations
2 people
Prepare safety instructions
Set up workstations
2 people
Check power connections
2 people
Check Ventilation and Extraction
2 people
Review the fire safety plan
2 people
Check the shopping list
Buy non-perishable groceries
2 people
Purchase fresh produce
2 people
Collect welding equipment
2 people
Sort materials
2 people
Prepare packages per participant
2 people
Prepare name badges
Print participant list
Print worksheets
Set up tables and chairs
3 people
Mark workstations
2 people
Set up welding machines
3 people
Test welding equipment
2 people
Securely tuck away cables
2 people
Prepare protective equipment
2 people
Place materials at each work station
3 people
Chill drinks
Prepare coffee and tea
Set up lunch buffet
2 people
Set up the entrance and reception table

Event

Receive participants
2 people
Hand out name badges
Give the safety briefing
2 people
Check protective equipment
2 people
Run welding demonstration
2 people
Set out the projects and tools
2 people
Let participants practice
3 people
Check workstations periodically
3 people
Refill drinks
Serve lunch and snacks
2 people
Collect used dishes
Review welds in stages
2 people
Guide the second practice round
3 people
Finish projects
3 people
Let items cool safely
2 people
Present projects
2 people
Check out participants

Aftercare

Collect protective equipment
3 people
Switch off welding equipment
2 people
Store the projects safely
2 people
Sort leftover materials
2 people
Collect and sort waste
2 people
Wash the dishes and kitchenware
2 people
Clean work area
3 people
Put tables and chairs back
3 people
Return welding equipment
2 people
Store leftover materials
2 people
Check for forgotten items

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 34
Reception desk
Waste binsqty 4

Equipment

Welding machinesqty 8
Welding helmetsqty 34
Air extractorsqty 4
Fansqty 4
Extension cordsqty 8
Power stripsqty 8
Mobile work lightsqty 8
Hot plate
Kettleqty 2
Coolersqty 3

Safety

Welding glovesqty 34
Welding apronsqty 34
Safety gogglesqty 34
Ear defendersqty 34
Dust masksqty 40
Safety shoesqty 12
Fire extinguishersqty 4
Fire blanketsqty 4
First aid kitsqty 2
Barrier tapeqty 2

Tools

Grounding clampsqty 8
Welding cablesqty 16
Angle grindersqty 6
Cut-off discsqty 30
Lamella discsqty 30
Welding chiselsqty 8
Wire brushesqty 12
Bench visesqty 8
Welding clampsqty 24
Hand tongsqty 16
Combination pliersqty 8
Hammersqty 8
Measuring tapesqty 8
Metal filesqty 16
Punchesqty 8
Markersqty 12
Welding templatesqty 8
Workpiece brushesqty 16

Materials

Metal platesqty 50
Steel profilesqty 40
Steel pipesqty 30
Welding wire spoolsqty 8
Welding rodsqty 12
Metal sample piecesqty 40

Tableware

Glassesqty 40
Coffee cupsqty 40
Platesqty 40
Knivesqty 40
Forksqty 40
Spoonsqty 40
Serving plattersqty 6

Kitchen

Cutting boardsqty 3
Bread knivesqty 3
Serving spoonsqty 4
Thermos flasksqty 4
Pitchersqty 4
Cool bowlsqty 4

Lighting

Work lightsqty 4
Battery lampsqty 4

Other

Name badgesqty 40
Pensqty 40
Worksheetsqty 40
Marker stickersqty 100
Storage boxesqty 12

Catering

Groceries

Tips

Confirm the workspace before accepting registrations. Check the available power connections, ventilation and extraction, worktable layout, fire safety arrangements and the number of usable welding stations.
Match every participant to a complete safety setup before the workshop starts. Plan one welding helmet, pair of welding gloves, apron and suitable eye and hearing protection per person, plus spare equipment where possible.
Calculate materials from the final project list, not from an early estimate. Prepare one labelled package per participant and keep extra consumables available for mistakes, demonstrations and damaged pieces.
Set up and test the workstations before participants arrive. Check welding machines, grounding clamps, welding cables, extension cords, power strips, work lights and extraction at least one day in advance.
Close the administrative details before the final week. Print the participant list, name badges and worksheets, collect emergency contacts and dietary requirements, and send the safety information with the joining instructions.

Frequently asked questions

How far in advance should I plan a welding workshop?: Set the date and reserve the venue at least 6–8 weeks ahead. This gives you time to confirm equipment, process registrations, calculate materials and collect emergency contacts before the final participant list is closed.
How many welding machines do I need for a workshop?: Plan one usable machine and complete workstation per active participant if everyone welds at once. If equipment is limited, divide the group into timed rotations and decide the maximum group size before invitations are sent.
What safety equipment is needed for a welding workshop?: Provide suitable protection for every participant, including a welding helmet, welding gloves, apron, safety goggles, ear defenders, dust masks and safety shoes. Keep fire extinguishers, fire blankets, first aid kits and barrier tape ready before the first demonstration.
When should I prepare the welding materials?: Finalize the projects and calculate quantities about 1–2 weeks before the workshop. Sort the materials and assemble participant packages several days beforehand, leaving time to replace missing items or adjust quantities.

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