Workshop Day checklist: what to arrange and when

A workshop day depends on more than a confirmed programme. Participants need clear invitations, facilitators need the final schedule, and the room must be ready before the first arrival. This checklist covers the run-up to the day, from registrations and dietary requirements to name badges, materials, coffee and technical equipment. Use the order to avoid last-minute work, especially for presentations, access arrangements and anything that needs chilling or testing.

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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
Collect dietary requirements
Confirm the program
Make reservations
Inform workshop facilitators
Print participant list
Make name badges
2 people
Check workshop materials
2 people
Collect presentations
Do the shopping
2 people
Prepare snacks
3 people
Chill drinks
2 people
Pack the supply crates
2 people
Check location and access
2 people
Set up the room
4 people
Set up tables and chairs
4 people
Connect the technical equipment
2 people
Prepare workshop materials
3 people
Set up coffee station
2 people
Set out the catering
3 people
Set up the reception desk
2 people

Event

Receive participants
3 people
Hand out name badges
2 people
Explain the opening and program
Lead the workshops
4 people
Serve break drinks
2 people
Refill drinks
2 people
Serve snacks
3 people
Support the evening program
3 people
Handle the closing

Aftercare

Collect materials
3 people
Wash dishes
2 people
Clean up the space
4 people
Collect waste
2 people
Clean the venue
3 people
Disconnect equipment
2 people
Return materials
2 people
Store leftover stock

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Reception desk
Stoolsqty 6

Tableware

Coffee cupsqty 50
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Coffee spoonsqty 50

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Portable speakersqty 2
Microphone
Flip chartqty 2
Coolersqty 3

Kitchen

Coffee makerqty 2
Water jugsqty 6
Serving spoonsqty 8
Cutting boardsqty 3
Knivesqty 4
Small bowlsqty 12
Thermos flasksqty 4

Decorations

Name card holdersqty 50
Tableclothsqty 8
Wayfinding signsqty 6
Markers for name tagsqty 10

Workshop materials

Notepadsqty 50
Ballpoint pensqty 60
Flip chart paperqty 2
Whiteboard markersqty 12
Sticky notesqty 10
A4 paperqty 500
Scissorsqty 12
Glue sticksqty 12
Color markersqty 12
Tapeqty 6

Cleaning

Waste binsqty 6
Trash bag holdersqty 6
Cleaning bucketsqty 2
Mopsqty 2
Dustpan and brushqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the workshop day. Use the final list to check dietary requirements, print name badges and prepare the reception desk.
Confirm the programme and collect every presentation no later than 2 days beforehand. Load the files onto the laptop and test the projector, screen, HDMI cable, speakers and microphone together.
Check the location and access 1 day before setup. Confirm where tables, chairs, the reception desk, coffee station and wayfinding signs go, and make sure extension cords and power strips can reach safely.
Prepare catering in two stages: buy shelf-stable items 1–2 days ahead, then chill drinks and prepare snacks on the day. Plan at least 1 coffee cup, glass and plate per participant, plus a small reserve.
Arrive 90 minutes before participants are due. Allow time to arrange tables and chairs, set out materials and name badges, connect equipment, fill water jugs and thermos flasks, and solve access problems before reception opens.

Frequently asked questions

How early should I start planning a workshop day?: Start invitations and reservations at least 4–6 weeks before the workshop day. Set the registration deadline 7 days before the event so you still have time to confirm numbers, dietary requirements and materials.
When should I confirm the workshop programme?: Confirm the programme with facilitators at least 7 days before the day. Collect final presentations and handouts no later than 2 days beforehand, then test the complete technical setup.
How long does workshop day setup take?: Allow 90 minutes for a small workshop and 2–3 hours if several rooms or facilitators are involved. The time covers furniture, reception, catering, workshop materials and testing the projector, laptop, speakers and microphone.
How many drinks and coffee supplies do I need for a workshop?: Plan at least 1 coffee cup and 1 glass per participant, plus 10% spare. For a full day, provide about 1.5–2 litres of water per person and keep extra drinks chilled before participants arrive.

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