Workshop Materials List Template
A complete materials inventory that ensures every supply, handout, and tool is ready before the workshop starts.
Running out of materials mid-workshop is embarrassing and disruptive. A comprehensive materials list — organized by category with quantities, sources, and preparation deadlines — prevents this entirely.
This template organizes materials into categories: printed materials, digital resources, hands-on supplies, technology and equipment, and facilitator tools. Each item includes quantity calculations, sourcing information, and a preparation timeline.
Designed for recurring workshops where materials lists can be standardized and reused with minor adjustments.
What's Included
Printed Materials
- Participant workbook (pages, binding)
- Handouts and reference sheets
- Name badges and tent cards
- Evaluation forms
- Certificates of completion
Digital Resources
- Slide deck (file format and backup)
- Exercise files and datasets
- Software licenses or logins
- Resource links and QR codes
- Cloud storage or USB drives
Hands-On Supplies
- Sticky notes (multiple colors)
- Markers (fine and chisel tip)
- Flip chart paper and easels
- Scissors, tape, glue sticks
- Activity-specific supplies
Technology & Equipment
- Projector and screen
- Speakers and microphone
- Extension cords and power strips
- Timer or countdown display
- Camera for documentation
Tips for Using This Template
Prepare 15% extra printed materials for reprints, mistakes, and last-minute additions.
Pack a "facilitator emergency kit" with spare markers, batteries, adapters, and a portable speaker.
Test all digital resources on the venue's equipment before the workshop — compatibility issues are common.
Create a packing checklist organized by box or bag for efficient load-in and setup.
Frequently Asked Questions
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