Writing Workshop Checklist

A writing workshop runs smoothly when the teaching plan, participant details and room setup are ready before the first arrival. Start by booking the venue and confirming the teacher, then build the schedule, open registrations and collect dietary requirements. In the final days, check the participant list, test the laptop and projector, print handouts, and prepare name badges. On the day, allow time for tables, chairs, writing supplies, refreshments and clear signage before welcoming the group.

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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
Create workshop schedule
Confirm the teacher
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Order catering
Test the equipment
2 people
Do the shopping
2 people
Print handouts
Prepare name badges
Chill drinks
Prepare snacks
2 people
Prepare soup and bread
2 people
Set up tables
3 people
Set up chairs
2 people
Lay out writing supplies
2 people
Set up the presentation
Set up the reception table
Signpost the venue

Event

Receive participants
2 people
Explain the program
Guide the writing assignment
2 people
Serve coffee break
2 people
Refill drinks
Lead the feedback round
2 people
Serve dinner
3 people
Facilitate workshops
2 people
Restock break table
Handle the closing
See participants off
2 people

Aftercare

Collect tableware
2 people
Sort waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Pack up equipment
2 people
Return materials
Archive invoices and receipts

What to bring

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

Furniture

Tablesqty 10
Chairsqty 45
Buffet tableqty 2
Reception desk
Stoolsqty 4

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving plattersqty 8
Serving spoonsqty 4

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Flip chart
Flipchart markersqty 12
Portable speaker

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 4
Cutting boardsqty 2
Bread knivesqty 2
Soup bowlsqty 45

Writing supplies

Notebooksqty 45
Ballpoint pensqty 60
Pencilsqty 45
Erasersqty 45
Markersqty 20
Name badgesqty 50
Clipboardsqty 10
A4 paperqty 2

Decorations

Tableclothsqty 10
Program postersqty 6
Directional signsqty 8

Lighting

Table lampsqty 6

Cleaning

Waste binsqty 4
Dishpanqty 2
Dish brushesqty 3
Cleaning clothsqty 8
Floor squeegee
Broom and dustpan

Catering

Groceries

Tips

Confirm the teacher and workshop schedule before sending invitations, so participants receive accurate start times, breaks and assignment details.
Close registrations early enough to check the final participant list, dietary requirements and the number of notebooks, pens and handouts needed. A three-day buffer gives you time to correct missing information.
Test the laptop, projector, presentation, speaker, extension cords and power strips at the venue at least one day before the workshop. Do not assume the room already has compatible connections or charged equipment.
Prepare the reception table, name badges and printed handouts before participants arrive. Set out writing supplies at each place rather than distributing them during the opening explanation.
Plan the coffee break and meal service around the schedule: chill drinks, prepare snacks, and have soup, bread, cups, glasses, plates and cutlery ready before the break begins.

Frequently asked questions

How far in advance should I book a writing workshop venue?: Book the venue at least 6 to 8 weeks ahead, especially if the workshop has a fixed date or needs tables, chairs and presentation equipment. Confirm access and setup time before finalising the schedule.
When should I send invitations for a writing workshop?: Send invitations 3 to 4 weeks before the workshop. Set a registration deadline about 7 days before the event, leaving time to confirm attendance, dietary requirements and catering quantities.
How many writing supplies do I need per participant?: Prepare one notebook and at least one ballpoint pen per participant, plus a small reserve of 10% for lost or faulty items. Add pencils, erasers and markers if the exercises require them.
How early should I arrive to set up a writing workshop?: Arrive at least 90 minutes before participants are due. Use that time to arrange tables and chairs, lay out writing supplies, set up the presentation, prepare refreshments and check the reception table and signage.

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