Workshop Day checklist: what to arrange and when

A Workshop Day involves more than booking a room and inviting people. You need confirmed workshop leaders, a registration process, room assignments, participant details, materials, equipment, and a workable schedule. Start with the programme and venue, then manage registrations and dietary requirements before preparing handouts, badges, supplies, coffee, and room layouts. This checklist keeps the work in order and highlights details that are often left until the morning of the event.

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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

Record Program and Workshops
2 people
Confirm workshop leaders
2 people
Reserve venue and rooms
Create a registration form
Send invitations
2 people
Process registrations
Collect dietary requirements
Create the workshop schedule
2 people
Send participant information
Distribute materials per workshop
2 people
Prepare name badges
Print handouts
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Pick up venue keys
Open venue
2 people
Ventilate the rooms
2 people
Set up tables and chairs
4 people
Prepare workshop materials
3 people
Set up the presentation table
2 people
Prepare coffee and tea
2 people
Set up buffet and break table
2 people
Test the equipment
2 people
Set up the reception desk
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Explain the program
Guide participants to the rooms
3 people
Lead workshop session
4 people
Set up coffee break
2 people
Refill drinks
2 people
Clear work tables between tasks
3 people
Lead the second workshop round
4 people
Set up evening buffet
3 people
Serve the buffet
4 people
Restock plates and cutlery
2 people
Lead the evening workshop
4 people
Guide final presentations
2 people
See participants off
2 people

Aftercare

Collect materials
3 people
Sort and remove waste
2 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean workspaces
3 people
Clean the kitchen
2 people
Pack up equipment and decorations
2 people
Lock up the venue
2 people
Return borrowed materials
2 people
Store leftover materials
2 people
Return lost and found items

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Buffet tablesqty 3
Coat racksqty 2

Tableware

Reusable platesqty 60
Reusable bowlsqty 60
Reusable cupsqty 80
Coffee cupsqty 60
Cutlery setsqty 70
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving spoonsqty 6
Bowlsqty 10
Coolersqty 3

Equipment

Projector
Projection screen
Laptopsqty 3
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2

Workshop materials

Flip chartsqty 4
Whiteboard markersqty 24
Pensqty 70
Pencilsqty 40
Scissorsqty 20
Glue Sticksqty 30
Rulersqty 20
Colored pencilsqty 20
Markersqty 20
A3 drawing paperqty 100
A4 notepadsqty 60
Sticky notesqty 20
Adhesive tapeqty 8
Ropeqty 4
Craft cardboardqty 100
Magazinesqty 30
Worktable runnersqty 10

Decorations

Name badgesqty 70
Directional signsqty 12
Tableclothsqty 10
Adhesive hooksqty 20

Lighting

Table lampsqty 6

Cleaning

Bucketsqty 3
Cleaning clothsqty 12

Catering

Groceries

Tips

Confirm the programme, workshop leaders, venue, and rooms before sending invitations. Participants need to know which sessions are available and where they will take place.
Close registration early enough to process names, workshop choices, and dietary requirements. Send participant information only after the schedule and room assignments are stable.
Prepare one materials set for each workshop rather than sorting supplies during the day. Include printed handouts, writing tools, flip charts, markers, scissors, and glue where the session requires them.
Test the projector, screen, laptops, speakers, extension cords, and power strips before participants arrive. A short equipment check in every workshop room can prevent delays at the start of a session.
Plan the arrival and break areas separately from the workshop rooms. Set up the reception desk, name badges, coat racks, coffee and tea, buffet tables, cups, plates, cutlery, jugs, and serving equipment before opening the venue.

Frequently asked questions

How far in advance should I organize a Workshop Day?: Book the venue and confirm workshop leaders at least 8 to 12 weeks ahead. Open registration once the programme, rooms, and session details are clear, then leave at least 1 week for final participant information and preparation.
When should Workshop Day registration close?: Close registration 7 to 10 days before the event if you need names, workshop choices, or dietary requirements for planning. Use the remaining days to process registrations, prepare badges, print handouts, and divide materials by workshop.
How many workshop rooms do I need?: Count one room for each workshop running at the same time, then add a separate reception or break area. Check the planned group size against the available tables and chairs at least 2 weeks before the day.
What should I prepare the day before a Workshop Day?: Collect materials, check the shopping list, print handouts and badges, and pack supplies by workshop the day before. Keep at least 60 to 90 minutes on the event morning for room setup, ventilation, catering, and equipment testing.

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