The 90% Rule: A Science Trainer’s Ultimate Checklist to Stop Your Workshop from Turning into a Nightmare
I’m Ken Kuwako, your Science Trainer. Every Day is an Experiment.
That moment when participants’ eyes light up with a “Wow!” or “I get it!”—that’s the greatest thrill of hosting a science workshop. But that moment of “magic” can turn into a “nightmare” in an instant. This usually happens because of a simple preparation slip-up, like: “Oh no, the projector cable doesn’t fit…” or “I forgot to bring the backup equipment!”
Even the most brilliant science demonstration is 90% dependent on solid preparation. Today, I’m sharing the Ultimate Pre-Workshop Checklist that professionals, like myself, use to nail that 90% and scientifically prevent any failures. This list is a compilation of best practices gathered from various experts in the field, and it’s what I personally use to make sure I’m ready.
The Science of Readiness: Why You Need at Least 60 Minutes
New venues, unfamiliar equipment… a science workshop is packed with “unknown variables.” When you’re in a new location, I strongly recommend arriving and starting your setup at least one hour before the workshop begins. This time acts as a crucial “buffer time” for the instructor to absorb all the inevitable “unforeseen circumstances,” such as testing the projector connection, finding the power outlets, and arranging the tables.
Pre-Workshop Checklist: Don’t Skip a Step
The secret to avoiding omissions is to divide your list into two main categories: “Items Requested from the Organizer/Venue” and “Items You Must Bring Yourself.”
Items to be Provided by the Organizer (If Available)
- Seminar Poster
- Participant Roster (for check-in)
- Receipts (if payment is required)
- Projector (DON’T FORGET to check the input port: HDMI or Analog RGB)
- Extension Cords (power outlets are always in unexpected locations)
- Name Tags and Cases
Must-Bring Items (The Show Can’t Start Without These!)
- Experiment Kits (Enough for the number of participants + 1 extra set) → The “+1” extra is for the instructor’s demo and to cover any unforeseen breakages or missing pieces.
- Experiment Procedure Printouts and Handouts (for participants)
- Feedback Forms/Questionnaires (This is the most vital data for course improvement!)
- PC Connection Cables (Always assume every possibility: USB-C, HDMI, and RGB converters)
- Laptop/PC
- Wireless Remote Control (for operating slides from a distance)
- Baskets or Containers (one for each group/table—dramatically speeds up handing out/collecting equipment)
- Pens and Markers
- Personal Stamp/Seal (for receipts or lecture fees)
- The North Face Bag (Base Camp Voyager Lite 62L)
The Two Most Crucial Checks to Avoid Disaster
Among all the items, two are particularly easy to forget—and forgetting them can lead to a complete shutdown of your presentation.
1. The Projector Port Check (The Cursed Cable)
The number one item forgotten is the projector format. Your PC may be the latest model, but discovering the venue’s projector only supports old Analog RGB (D-SUB 15-pin) is an instructor’s worst nightmare. While HDMI is standard, you must always check the type of terminal beforehand and bring the necessary conversion adapter yourself, just in case.
2. The Feedback Forms (Investing in the Future)
Another commonly overlooked item is the feedback form. The organizer might provide one, or they might not collect any data at all. As a science trainer, participants’ honest feedback is the most valuable “experimental data” you can get to ensure future success. Confirm with the organizer whether they will provide forms; if not, always prepare your own. Both of these are easily forgotten during busy planning, yet they are extremely vital. To ensure you host the very best workshop, pay close attention to these fine details!
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