Writing workshop checklist

A writing workshop runs smoothly when the teaching plan, participant details, and room setup are ready before anyone arrives. Use this checklist to work from the first invitation through registration, materials, refreshments, and the opening session. Give yourself time to collect dietary requirements, prepare writing assignments, print handouts, and test the laptop and projector. On the day, set up the registration table first, then arrange the tables, chairs, writing materials, and coffee station so participants can settle in quickly.

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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

Send invitations
Process registrations
Update participant list
Collect dietary requirements
Reserve venue
Confirm the teacher
Develop the program
Prepare writing assignments
Print handouts
Make name badges
Do the shopping
2 people
Remind participants
Check the venue
2 people
Set up tables
2 people
Set out chairs
2 people
Distribute writing materials
2 people
Lay out handouts
Set out coffee and tea
2 people
Chill drinks
Set out snacks
2 people
Set up the registration table

Event

Receive participants
2 people
Hand out name badges
Open the workshop
Explain writing forms
Host the first writing assignment
Serve coffee and tea
2 people
Lead the break
2 people
Refill drinks
Guide the second writing assignment
Set up the dinner buffet
2 people
Serve dinner
2 people
Collect tableware
2 people
Supervise third writing assignment
Have texts read aloud
Lead the feedback round
Wrap up workshop
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Clean the room
2 people
Pack up materials
2 people
Return borrowed items
Thank participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Waste binsqty 3

Stationery

Notebooksqty 24
Ballpoint pensqty 30
Pencilsqty 24
Erasersqty 24
Pencil sharpenersqty 6
Markersqty 12
Name badgesqty 24
Sticky notesqty 12
Writing foldersqty 24

Equipment

Flip chart
Flip chart sheetsqty 30
Flip chart markersqty 8
Laptop
Projector
Extension cordsqty 2
Power stripsqty 2

Tableware

Coffee cupsqty 24
Glassesqty 30
Platesqty 30
Forksqty 30
Knivesqty 30
Spoonsqty 30

Kitchen

Coffee maker
Kettleqty 2
Thermos flasksqty 3
Coolersqty 2
Serving plattersqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Tableclothsqty 6
Table décorqty 6

Cleaning

Dishpanqty 2
Dish brushesqty 2
Cleaning clothsqty 8
Mop

Catering

Groceries

Tips

Close registration details several days before the workshop and update the participant list after every late reply. Use it to prepare name badges, handouts, writing folders, and enough seats.
Prepare the writing assignments and explain the writing forms before the workshop day. Print handouts in advance and bring a small surplus rather than relying on last-minute printing.
Check the room before setup starts: confirm there are enough tables and chairs, then test the projector, laptop, extension cords, and power strips before participants arrive.
Set up the registration desk near the entrance and place name badges there. Keep notebooks, pens, pencils, erasers, sharpeners, markers, and sticky notes where participants can reach them without interrupting the session.
Plan refreshments as part of the schedule, not as an afterthought. Set out coffee and tea, chill drinks, and place snacks, cups, glasses, plates, and cutlery where they can be used during the break.

Frequently asked questions

How far in advance should I organise a writing workshop?: Reserve the venue and confirm the teacher at least 4 to 6 weeks ahead. Send invitations early enough to process registrations, collect dietary requirements, and prepare the final participant list.
When should I send writing workshop reminders?: Send the main reminder 3 to 5 days before the workshop, including the start time, venue details, and anything participants need to bring. Check the registration list again the day before.
How many handouts and writing materials do I need?: Prepare one complete set per registered participant, plus 2 or 3 spare sets for late arrivals or damaged pages. Put one notebook and at least one working pen at each place before the room opens.
What should I check at the venue before a writing workshop?: Check the room, seating, registration area, power supply, and presentation equipment on the day before or at least 2 hours before arrival. Confirm that the projector, laptop, extension cords, and power strips work together.

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