Writing workshop checklist: what to arrange and when

A writing workshop needs more than a programme and a room. You also need a reliable registration process, dietary information, printed exercises, writing supplies, and equipment that works before participants arrive. This checklist takes you from venue booking to the coffee break in a practical order. Use it to confirm numbers, prepare the room, and have worksheets, name badges, coffee, and presentation equipment ready on time.

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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
Compile program
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send confirmation
Prepare worksheets
2 people
Print the writing exercises
Check the presentation
Order catering
Do the shopping
2 people
Sort materials
2 people
Open venue
Ventilate room
Set up tables
3 people
Set up chairs
2 people
Lay out writing supplies
2 people
Connect the technical equipment
Set out coffee and tea
2 people
Lay out name badges

Event

Receive participants
2 people
Introduce workshop
Lead a writing exercise
2 people
Serve coffee break
2 people
Refill drinks
Lead the feedback round
2 people
Serve break snacks
2 people
Explain evening assignment
Guide independent writing
2 people
Serve dinner
3 people
Refill drinks
Discuss the texts
2 people
Assign the closing writing task
See participants off
2 people

Aftercare

Collect materials
2 people
Wash dishes
2 people
Collect waste
Put tables and chairs back
3 people
Clean the room
2 people
Disconnect equipment
Lock up the venue
Store leftover items
2 people
Return borrowed items
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Table runnersqty 8
Coat racksqty 2
Waste binsqty 4

Writing supplies

Notebooksqty 35
Ballpoint pensqty 50
Pencilsqty 40
Erasersqty 35
Pencil sharpenersqty 10
Markersqty 20
Finelinersqty 35
Colored pencilsqty 10
Sticky notesqty 12
Drawing paperqty 200
Envelopesqty 40
Name badgesqty 40
Foldersqty 35
Worksheetsqty 120

Equipment

Laptop
Projector
Projector screen
Portable speaker
Extension cordsqty 3
Power stripsqty 4
HDMI cableqty 2
Presentation clicker

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2

Tableware

Mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving bowlsqty 6
Serving spoonsqty 6
Water carafesqty 6
Serving traysqty 4

Decorations

Table décorqty 8
Inspiration cardsqty 40

Lighting

Atmosphere lightsqty 6

Cleaning

Dish brushesqty 3
Trash bag holdersqty 4

Catering

Groceries

Tips

Close registrations early enough to update the participant list, send confirmations, and print the right number of worksheets and name badges. Add a small spare quantity so one late change does not disrupt the session.
Check the venue at least one day before the workshop if possible. Confirm table and chair numbers, ventilation, coat storage, waste bins, power outlets, and whether the projector can connect to your laptop.
Prepare each participant’s materials as one set: notebook, pens or pencils, exercises, worksheets, folders, and any drawing paper or sticky notes. Prepare these sets before the room opens so registration does not become a packing job.
Test the presentation, HDMI connection, projector, speaker, clicker, extension cords, and power strips before participants arrive. Keep the presentation on the laptop as well as any adapters or backup files you need.
Plan the coffee break around the programme rather than fitting it in at the last minute. Set out coffee machines, kettles, or thermos flasks before the break and use the collected dietary requirements when ordering catering.

Frequently asked questions

How far in advance should I organise a writing workshop?: Start booking the venue and building the programme at least 4 to 6 weeks before the workshop. Send invitations early enough to allow registrations, dietary information, confirmations, catering, and printing to be completed before the event.
How many worksheets should I print for a writing workshop?: Print one complete set for every confirmed participant, plus 2 to 5 spare sets. Finalise the count after registrations close and the participant list has been updated.
When should I set up the room for a writing workshop?: Open the venue and begin setup at least 60 to 90 minutes before participants arrive. This gives you time to ventilate the room, arrange tables and chairs, lay out materials, and test the technical equipment.
How much coffee and tea do I need for a writing workshop?: For a workshop with one coffee break, plan about 2 cups per participant, with extra hot water and tea available. Prepare the drinks before the break and allow at least 15 minutes for serving and refilling.

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