Writing workshop checklist

A writing workshop needs more than a programme and a room. You also need a clear registration process, participant information, prepared worksheets, working presentation equipment and enough writing supplies for every workstation. Plan food, drinks and dietary requirements early, then leave time to print materials and arrange the room. This checklist puts the practical work in order, from booking the venue to receiving participants at the door.

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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

Reserve venue
Develop the program
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Prepare activities
Prepare worksheets
Set up the presentation
Collect the read-aloud contributions
Order catering
Check materials
2 people
Do the shopping
2 people
Print handouts
Make name badges
Print participant list
Chill drinks
Open venue
2 people
Set up tables
2 people
Set up chairs
2 people
Set up workstations
2 people
Test presentation
Set up coffee station
Set up the reception table

Event

Receive participants
2 people
Explain the program
Lead a writing exercise
Provide coffee break
2 people
Refill drinks
Lead the feedback round
Serve break snacks
2 people
Guide the in-depth exercise
Set up the dinner buffet
2 people
Serve dinner
2 people
Refill drinks
Leading the reading session
Assign the closing writing task
Hand out feedback forms
See participants off
2 people

Aftercare

Clear away dishes
2 people
Pack leftovers
2 people
Collect materials
2 people
Clear tables and chairs
2 people
Collect waste
Clean the room
2 people
Switch off equipment
Lock up the venue
Process feedback
Send thank-you email
Return borrowed items

What to bring

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

Furniture

Tablesqty 5
Chairsqty 22
Reception desk
Stoolsqty 2

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Bluetooth speaker

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Serving plattersqty 6
Serving spoonsqty 4

Tableware

Platesqty 24
Bowlsqty 24
Glassesqty 30
Coffee cupsqty 24
Cutlery setsqty 24
Water jugsqty 4

Writing supplies

Notebooksqty 22
Ballpoint pensqty 30
Pencilsqty 24
Erasersqty 24
Markersqty 12
Markersqty 24
Sticky notesqty 10
Whiteboard
Whiteboard markersqty 6
Paper cutter
Name badgesqty 24

Decorations

Tableclothsqty 5
Clipboardsqty 5
Pen holdersqty 5

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Set the programme before sending invitations, and include the workshop start time, finish time, venue details and anything participants should bring. This gives you a fixed basis for registrations and participant information.
Ask for dietary requirements when people register, then place the catering order only after the response deadline. Allow at least 3–5 working days for final numbers and special requests.
Prepare one complete workstation per participant, including a notebook, ballpoint pen, pencil, eraser and any worksheets. Add spare writing supplies for roughly 10% of the group so one missing pen does not interrupt an exercise.
Test the laptop, projector, projection screen, presentation and speaker before participants arrive. Do this at least 30 minutes before opening the venue, with extension cords and power strips already placed safely.
Finish the reception setup before the first arrival: print the participant list, make name badges, chill drinks and set up the coffee station. Keep the read-aloud contributions and activity materials in the order they will be used.

Frequently asked questions

How far in advance should I organise a writing workshop?: Book the venue and outline the programme at least 4–6 weeks ahead. Send invitations early enough to leave 1–2 weeks for registrations, dietary information and final participant numbers.
How many writing supplies do I need per workshop participant?: Prepare one notebook and one pen per person, plus a pencil and eraser if the exercises require them. Keep at least 10% extra pens, pencils and printed handouts available for damage, loss or late registrations.
When should I print writing workshop handouts?: Print the worksheets, participant list and read-aloud materials 1–2 days before the workshop, after registrations have closed. Keep a small spare stack of handouts rather than printing only the exact number of participants.
How early should I set up a writing workshop venue?: Open the venue at least 60 minutes before the start time. Use the first 30 minutes for tables, chairs and workstations, then test the presentation, set up reception and coffee, and leave time to solve equipment problems.

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