Workshop Day checklist: what to arrange and when

A workshop day depends on more than a good programme. You need confirmed leaders, suitable rooms, clear participant information, working presentation equipment and materials ready for each session. Start with the schedule and venue, then handle registrations, dietary requirements and catering before moving on to printing and room setup. This checklist covers the work from the first planning decisions through opening the rooms, setting up registration and serving coffee.

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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 workshop schedule
2 people
Confirm the workshop leaders
2 people
Reserve the venue and rooms
Send invitations
2 people
Process registrations
Confirm registrations
Collect dietary requirements
Create the workshop schedule
2 people
Send participant information
Order catering
Distribute materials per workshop
2 people
Print worksheets
Prepare name badges
Test the equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare catering
3 people
Open rooms
2 people
Set up entrance and wayfinding signs
2 people
Set up tables
3 people
Set up chairs
3 people
Prepare workshop materials
4 people
Set up presentations
2 people
Set up registration desk
2 people
Set up coffee station
2 people
Set out snacks
2 people
Conduct a safety check
2 people

Event

Welcome workshop leaders
2 people
Register participants
3 people
Hand out name badges
2 people
Serve welcome drinks
2 people
Welcome and explain the program
Guide participants to the rooms
3 people
Lead the first workshop
5 people
Distribute activities and materials
3 people
Refill coffee and tea
2 people
Serve break snacks
2 people
Reset workspaces
3 people
Lead the second workshop
5 people
Restock Supplies
3 people
Refill drinks
2 people
Guide participants to dinner
3 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Serve diet meals
2 people
Refill the buffet and drinks
3 people
Collect used dishes
2 people
Supervise the third workshop
5 people
Present the results
2 people
Hand out feedback forms
2 people
Handle the closing
See participants off
3 people

Aftercare

Pack up the remaining snacks
2 people
Collect materials
4 people
Sort waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Switch off equipment
2 people
Clean the rooms
4 people
Check and clean the restrooms
2 people
Remove decorations
2 people
Return borrowed materials
2 people
Register lost property
Send thank-you message
Archive photos and files

What to bring

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

Furniture

Tablesqty 12
Chairsqty 60
Buffet tablesqty 3
Registration desk
Stoolsqty 8

Tableware

Coffee cupsqty 60
Glassesqty 60
Dinner platesqty 60
Dessert platesqty 60
Forksqty 60
Knivesqty 60
Spoonsqty 60
Serving spoonsqty 8
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 3
Chef's knifeqty 3
Serving traysqty 6
Food warmersqty 3
Bread basketsqty 4

Equipment

Projectorqty 2
Projection screensqty 2
Laptopsqty 3
HDMI cablesqty 3
Power stripsqty 8
Extension cordsqty 6
Portable speakersqty 2
Microphone
Flip chartsqty 4
Flipchart standsqty 4

Workshop materials

Notebooksqty 60
Ballpoint pensqty 70
Pencilsqty 40
Markersqty 40
Colored pencilsqty 40
Writing paperqty 500
Flip chart sheetsqty 100
Sticky notesqty 20
Tapeqty 8
Scissorsqty 20
Glue sticksqty 20
Rulersqty 20
Name stickersqty 70
Work foldersqty 60
Table labelsqty 12

Decorations

Wayfinding signsqty 8
Tableclothsqty 12
Chalkboardsqty 4
Vasesqty 8

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 8
Washing-up tubsqty 3
Spongesqty 6
Dish brushesqty 3
Bucketsqty 4
Mopsqty 4
Broom setsqty 2

Catering

Groceries

Tips

Set the schedule before sending invitations. Include session times, room assignments, breaks and transition time so participants can choose workshops and leaders know exactly where they need to be.
Confirm workshop leaders and room requirements early. Ask whether they need a projector, laptop, speakers, specific table layouts or extra materials; test every presentation connection before participants arrive.
Close registration with enough time to prepare. Confirm registrations, collect dietary requirements and send participant information at least 3–5 days before the workshop day.
Prepare one materials set per workshop, including printed worksheets and presentation files. Put each set in its assigned room rather than leaving all materials at the registration desk.
Plan the arrival period separately from the first session. Set up the registration desk, name badges and wayfinding signs, then open the coffee station before guests arrive; chill drinks and finish catering setup last.

Frequently asked questions

How far in advance should I organise a workshop day?: Begin planning at least 6–8 weeks ahead if you need a venue, several workshop leaders and catering. Finalise the schedule and room assignments before invitations go out, then use the last 3–5 days for confirmations and printed materials.
When should I confirm workshop leaders?: Confirm the leaders before you publish the programme, preferably 4–6 weeks before the event. Reconfirm their arrival time, room, session length and equipment needs 7 days before the workshop day.
How many hours before a workshop day should I set up?: Allow 2–3 hours for room setup, registration, signs, catering and equipment checks. Add extra time if tables and chairs must be moved between sessions or if several rooms need separate presentation tests.
When should I order workshop catering?: Place the catering order 7–14 days before the event, once registration numbers and dietary requirements are reasonably complete. Send the final headcount and dietary updates to the caterer 2–3 working days before serving.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.