Workshop Day checklist: what to arrange and when

A Workshop Day runs smoothly when participant details, room setup and teaching materials are ready before the first arrival. Start by confirming leaders, venue access and registrations, then use the final week to check dietary requirements, print handouts and prepare name badges. On the day, allow time for room setup, equipment testing, registration and refreshments before the opening. This checklist helps you keep the practical work in sequence, including the small items that are easy to leave 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

Send invitations
Process registrations
Update participant list
Collect dietary requirements
Confirm workshop leaders
Send program to attendees
Reserve the venue and hall
Set up the workshop rooms
2 people
Distribute materials per workshop
2 people
Prepare name badges
Print handouts
Do the shopping
2 people
Test the equipment
2 people
Clean rooms
2 people
Set up tables and chairs
3 people
Set tables for the workshop
2 people
Set up registration desk
2 people
Set out coffee and tea
2 people
Chill drinks
Prepare snacks
3 people
Open presentations
Hang up signage
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Handle the opening
Guide workshop groups
5 people
Serve coffee break
3 people
Refill drinks
2 people
Replenish workshop materials
2 people
Lead the second workshop round
5 people
Set up buffet
4 people
Serve dinner
4 people
Collect tableware
2 people
Lead the evening workshop
5 people
Present results
2 people
Handle farewell and distribution
2 people

Aftercare

Collect workshop materials
3 people
Sort and dispose of waste
2 people
Wash dishes
3 people
Clean the room
3 people
Put tables and chairs back
3 people
Store equipment and materials
2 people
Clear away leftover stock
2 people
Return borrowed items
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 45
Registration desk
Stoolsqty 6

Equipment

Laptopsqty 5
Projectorsqty 2
Projection screensqty 2
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2
Microphone
Flip chartsqty 5

Workshop materials

Flipchart padsqty 10
Markersqty 40
Notepadsqty 45
Ballpoint pensqty 50
Pencilsqty 30
Erasersqty 20
Sticky notesqty 20
A4 paperqty 500
Colored paperqty 300
Scissorsqty 15
Glue sticksqty 15
Rolls of tapeqty 8
Name badgesqty 50
Clipboardsqty 15
Worksheetsqty 50

Tableware

Reusable coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3

Decorations

Tableclothsqty 12
Direction signsqty 10

Lighting

Atmosphere lightsqty 6

Cleaning

Bucketsqty 3
Spongesqty 6
Dish brushesqty 3

Catering

Groceries

Tips

Close registrations far enough ahead to update the participant list, collect dietary requirements and prepare name badges. A final attendee count at least 3 days before the workshop gives you time to print materials and plan refreshments.
Give each workshop room its own materials set instead of sorting everything during setup. Prepare handouts, worksheets, notepads, pens, flip-chart pads and markers per room before participants arrive.
Test every laptop, projector, screen, microphone and speaker in the actual room on the day before, if possible. Check extension cords and power strips as well; equipment problems are harder to fix once registration has started.
Plan the room setup around the session format and participant count. Set out tables, chairs, stools, clipboards and writing materials before opening the registration desk, leaving a clear route to the workshop rooms.
Schedule refreshments as a separate setup task, not an afterthought. Chill drinks and put out reusable coffee cups, drinking glasses, plates, coffee, tea and snacks before the first break so the reception desk is not left unattended.

Frequently asked questions

How far in advance should I organise a Workshop Day?: Confirm the venue and workshop leaders several weeks ahead, then send the programme once registrations are open. Finalise the participant list and dietary requirements at least 3 days before the event so badges, handouts and refreshments match the expected attendance.
What should I prepare the day before a Workshop Day?: Set up or check the rooms, distribute materials, print handouts, prepare name badges and test all presentation and audio equipment. Also confirm venue access, signage and the registration desk before the team leaves.
How much time should I allow for Workshop Day setup?: Allow at least 2 hours before registration for tables, chairs, workshop materials, signage, refreshments and equipment checks. Add more time if several rooms use projectors, laptops or microphones.
How do I organise materials for multiple workshop rooms?: Make one labelled kit per room before setup begins, including the required handouts, worksheets, paper, pens, markers, sticky notes, scissors, glue and tape. Prepare these kits at least 1 day in advance and place them in the correct rooms before attendees arrive.

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