Course planning checklist from first booking to opening

A course runs smoothly when the planning is split into clear stages. Start by fixing the date and venue, then build the programme, confirm the instructor and supervisors, and manage registrations and dietary requirements. In the final week, prepare printed materials, name badges, catering and certificates. On the day, allow time to ventilate the room, test the presentation equipment, set up the tables and coffee station, and register participants before the course begins.

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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

Record the course date and location
Develop the course program
Confirm instructor and supervisors
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Confirm reservations
Print course materials
2 people
Prepare name badges
Do the shopping
2 people
Chill drinks
Check the presentation
Test the equipment
2 people

Event

Open venue
2 people
Ventilate room
Set up tables and chairs
3 people
Install presentation equipment
2 people
Lay out teaching materials
2 people
Set up coffee station
2 people
Set up lunch buffet
3 people
Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Open the course
Serve coffee break
2 people
Refill drinks
Serve lunch
3 people
Clear buffet and tables
3 people
Arrange evening break
2 people
Hand out certificates
Close the course

Aftercare

Wash dishes
2 people
Switch off equipment
2 people
Collect materials
2 people
Remove waste
2 people
Clean the room
3 people
Put furniture back
3 people
Pack leftover food
2 people
Return borrowed items
2 people
Archive Participant Materials

What to bring

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

Furniture

Course tablesqty 8
Chairsqty 32
Buffet tablesqty 2
Tableclothsqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Serving traysqty 4
Scissorsqty 4

Tableware

Coffee cupsqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving spoonsqty 6

Course materials

Flip chartsqty 2
Flipchart padsqty 4
Markersqty 24
Notepadsqty 32
Ballpoint pensqty 40
Name badgesqty 32
Presentation foldersqty 32
Certificatesqty 32

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the course. This gives you time to check the participant list, confirm reservations and collect dietary requirements before ordering food.
Finish the programme and presentation at least 3 days beforehand. Test the laptop, projector, screen, HDMI cable, extension cords and portable speaker together rather than checking each item separately.
Prepare one name badge, notepad, pen and presentation folder per participant, plus at least 5 spare sets. Keep the attendance list at the registration table so late arrivals can be added quickly.
Plan the room setup at least 60 minutes before opening. Arrange course tables and chairs first, then install the presentation equipment, lay out teaching materials and place flip charts where participants can see them.
Set up coffee and lunch before participants arrive, and chill drinks early enough to serve them cold. Count cups, glasses, plates and cutlery against the confirmed participant list, adding 10% spare tableware where possible.

Frequently asked questions

How far in advance should I organise a course?: Fix the date, location and instructor at least 4 to 6 weeks ahead. Send invitations as soon as the programme and registration method are ready, then close registrations about 7 days before the course.
When should I confirm the number of course participants?: Check the participant list 5 to 7 days before the course. Use that number to confirm reservations, order catering, prepare name badges and print the right number of course materials.
How early should I arrive to set up a course?: Open the venue at least 60 minutes before participants are due. Allow extra time if you need to install a projector, screen, laptop, speaker and power connections or rearrange tables and chairs.
How many spare course materials should I prepare?: Prepare one complete set per registered participant and keep at least 5 spare sets for last-minute attendees or damaged materials. Print certificates from the final attendance list so names are correct.

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