Communication Training Checklist

Use this checklist to organise a communication training session from the first invitation to the final exercise. It covers participant details, dietary requirements, room booking, catering, printed worksheets and presentation equipment. The final setup takes more time than most organisers expect: allow at least 60 minutes to arrange tables, chairs, materials and technology. Build in a separate equipment check so a missing HDMI cable, power strip or microphone does not delay the opening.

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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
Keep track of the participant list
Collect dietary requirements
Send program to attendees
Book training room
Order catering
Prepare presentation
Print worksheets
Make name badges
Set out practice materials
2 people
Test the equipment
2 people
Do the shopping
Chill drinks
Open room
Set up tables
2 people
Set out chairs
2 people
Connect presentation screen
Lay out worksheets
Set up the reception table

Event

Receive participants
2 people
Register attendance
Serve coffee and tea
2 people
Handle the introduction
Lead the listening exercise
Serve break snacks
2 people
Refill drinks
Lead the feedback exercise
Set up the dinner buffet
2 people
Serve dinner buffet
2 people
Facilitate role-play exercises
Create personal action plans
Moderate the Q&A
Hand out certificates
See participants off
2 people

Aftercare

Collect tableware
2 people
Sort waste
Wash dishes
2 people
Clean the room
2 people
Switch off the equipment
Put furniture back
2 people
Check for left-behind items
Send participant email
Archive photo and presentation materials
Return borrowed materials

What to bring

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

Furniture

Training chairsqty 24
Tablesqty 6
Reception desk
Buffet tableqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordqty 2
Power stripqty 2
Portable speaker
Wireless microphone

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Dinner platesqty 25
Dessert platesqty 25
Knivesqty 25
Forksqty 25
Spoonsqty 25

Kitchen

Coffee maker
Kettle
Thermosqty 3
Cutting boardqty 2
Bread knife
Serving plattersqty 6
Serving utensilsqty 6
Cool boxqty 2
Food containersqty 6

Training materials

Flip chartqty 2
Flip chart sheetsqty 30
Markersqty 24
Ballpoint pensqty 30
Notepadsqty 24
Worksheetsqty 24
Name badgesqty 24
Badge holdersqty 24
Role-play cardsqty 24
Certificatesqty 24

Decorations

Tableclothsqty 6
Pen holdersqty 6

Cleaning

Waste binsqty 4
Dish brushqty 2
Bucketsqty 2

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Send the program and practical information several days before the training, then close registrations early enough to confirm the participant list and dietary requirements with the caterer.
Plan at least 60 minutes before arrival for room setup. Arrange the training chairs and tables, prepare the reception desk, and place worksheets and practice materials where participants can reach them.
Test the laptop, projector, projection screen, HDMI cable, extension cord and power strip together in the training room. Do this on-site rather than assuming the equipment will work with your presentation.
Prepare name badges and the attendance list before the first participant arrives. Keep the registration table separate from the coffee and tea service so arrivals do not block the refreshments.
Chill drinks and prepare coffee and tea close to the start time, while keeping hot drinks in a thermos. Set out only the tableware and serving utensils you need, then replenish during the break.

Frequently asked questions

How early should I arrive for communication training?: Arrive at least 60 minutes before participants are due. This gives you time to open the room, arrange furniture, connect the presentation screen and check the microphone or portable speaker.
When should I send the communication training invitations?: Send invitations at least 2 to 3 weeks before the training date. Close registrations several days before the session so you can confirm attendance, dietary requirements, catering quantities and printed materials.
How many worksheets should I print for communication training?: Print one complete set for every registered participant, plus 2 to 3 spare sets for late registrations or damaged pages. Keep the sets together until you lay them out in the room.
How much time do I need to set up the training room?: Allow 60 minutes for a standard room setup and longer if you need to arrange a projector, screen, flip chart, microphone and catering. Finish the technical test before participants arrive, not during the introduction.

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