Writing workshop checklist: from planning to wrap-up

A writing workshop runs smoothly when the practical details are settled before participants arrive. This checklist covers the full sequence, from booking the venue and opening registrations to preparing prompts, setting up the room, and welcoming the group. Pay particular attention to dietary information, access arrangements, printed worksheets, and charged equipment: these are easy to leave until the last day. Use the plan to work backwards from the workshop start time and assign each preparation task a clear deadline.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve venue
Set the schedule and times
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Create the attendance list
Prepare writing prompts
Print worksheets
Prepare name badges
Do the shopping
2 people
Prepare materials
2 people
Charge equipment
Arrange key and access

Event

Ventilate room
Set up tables and chairs
3 people
Place materials per participant
2 people
Connect projector and laptop
Prepare coffee and tea
2 people
Reception and registration
2 people
Welcome participants
Give the workshop introduction
Guide the first writing exercise
Refill coffee and tea
Serve break snacks
2 people
Lead the second writing exercise
Have short texts read aloud
Set up the dinner buffet
2 people
Serve dinner
2 people
Refill drinks
Guide the third writing exercise
Lead the feedback round
Share closing remarks
Hand out feedback forms
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Pack equipment
2 people
Return borrowed items
Send thank-you email

What to bring

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

Furniture

Tablesqty 5
Chairsqty 24
Registration desk
Coat rack
Flip chart stand

Stationery

Writing notebooksqty 24
Ballpoint pensqty 30
Pencilsqty 24
Erasersqty 24
Markersqty 12
Sticky notesqty 6
Index cardsqty 100
Name badgesqty 24
Document foldersqty 24
Worksheetsqty 50
Envelopesqty 24
Paper clipsqty 2

Equipment

Laptop
Projector
Projection screen
Power stripsqty 4
Extension cordsqty 3
Digital timer

Tableware

Coffee mugsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving traysqty 4
Thermos flasksqty 3
Water jugsqty 3
Serving plattersqty 4

Decorations

Tableclothsqty 5
Directional signsqty 6

Kitchen

Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 3

Catering

Groceries

Tips

Set the schedule before sending invitations, including registration, the welcome, writing exercises, breaks, and the closing time. Participants need the start time and access details early, while you need a firm timeline for room setup.
Close registrations early enough to prepare the attendance list, name badges, worksheets, and participant folders. Collect dietary requirements at the same time rather than trying to chase missing information on the workshop day.
Prepare one complete materials set per participant, with a notebook, writing tools, worksheets, and any prompt cards or handouts. Add a small reserve so a late arrival or misplaced pen does not interrupt the first exercise.
Test the laptop, projector, screen, power strips, and extension cords before participants arrive, then charge any equipment that depends on batteries. Keep a printed version of the workshop prompts available in case the presentation cannot be used.
Plan refreshments around the break rather than leaving them until the last minute. Set out mugs, glasses, serving items, thermos flasks, and water before registration, and check that the room can be ventilated and accessed on time.

Frequently asked questions

How far in advance should I organise a writing workshop?: Book the venue and set the schedule at least 4 to 6 weeks ahead. Open registration once the time, location, and participant information are confirmed, leaving the final week for printing and room preparation.
What should I prepare for each writing workshop participant?: Prepare one notebook, at least one working pen, the relevant worksheets, and a name badge per participant. Add 5 to 10 percent extra materials so you are covered for late registrations, lost items, or unexpected attendees.
When should I collect dietary requirements for a writing workshop?: Ask for dietary requirements during registration and set a final confirmation deadline 7 days before the workshop. This gives you time to buy suitable break snacks and avoid making last-minute substitutions.
How early should I arrive to set up a writing workshop?: Arrive 60 to 90 minutes before the start time. Use that window to arrange tables and chairs, place materials, connect and test the projector, prepare refreshments, ventilate the room, and set up registration.

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.