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Workshop Hosting Essentials Checklist

mbayly
Date

The following checklist was developed for a ~20-person in-person technical workshop. Facilitators can choose from selected items that they believe would support flow and comfort for participants. This checklist focuses exclusively on hardware, but be reminded that having all the gear does not guarantee success (i.e., do not underestimate the importance of soft-skills, cues, reading the room etc.).

Image of workshop kit contents

Core Gear:

  • Printed copies of the workshop agenda (for all participants).
  • Facilitator notes (printed!)
  • Spare loose-leaf paper for participants.
  • Pens and pencils (lots of them).
  • Laptop and charger (potentially even bring a spare laptop if you're the only lead/facilitator).
  • HDMI cables + spare (never rely on the venue to provide these); handy to have a bag of other adaptors.
  • Extension cord and power bar (X2).
  • Timer (can use phone, but handy to have an external timer)
  • Name badges or tent cards (avoid the awkward "you there" callouts...).
  • Felt pens and Sharpies (bring a few yogurt containers to distribute).
  • Scotch tape; masking tape; masking tape; tacs.
  • Printed event posters for doors. Sometimes event rooms can be hard to find in large hotels etc; obscure doors/directions - print out several 8.5/11" event posters; tape them to the door; use a sharpie with arrows and build a path from the front entrance to the event room to guide participants.

Good Snacks & Drinks:

  • Hand sanitizer
  • Apples, mandarin oranges, bananas.
  • Bag of cheap paper napkins.
  • Granola bars (Costco)
  • Paper cups/mugs.
  • Plug-in kettle.
  • Tea boxes (X3 20 packs)
  • Coffee kit.
  • Camping water jug (for coffee/tea). Usually this can be left in the car (if venue provides), but useful to have it if the venue does not provide.

Personal Items:

  • Water bottle.
  • Coffee mug.
  • Gum/toothbrush.

Nice to Haves / Fail-safe(s):

  • Large wall printouts or maps (are there key maps or diagrams that you constantly refer back to in your workshop? Print these out and tape them to the wall).
  • Should any other material be printed out and distributed to participants (e.g., booklets, instructions for internet connection, questionnaires?? but don't overload them).
  • External USB mic - assume there will be issues with the venue audio equipment.
  • External USB webcam & camera tripod - assume there will be issues with the venue audio equipment.
  • Bring a spare projector (if you can) & spare extension cord.
  • Luggage bag with wheels to carry everything from the parking lot to the workshop room.
  • USB sticks for large file/data transfer (assume internet might be slow).

Activity-Specific Gear:

  • Flip chart and flip chart stands (if appropriate).
  • Flip chart easels (if appropriate).
  • Sticky notes (different sizes/colors).
  • Stickers - colored dots for specific exercises.
  • Bell or chime to indicate the start/end of a session.

A dedicated box to store/carry the workshop gear and a printout of this checklist, or even a large travel luggage bag with wheels to carry the material down long hotel hallways etc.