Course day checklist: what to arrange and when

A course day runs smoothly when the programme, people, room and materials are confirmed before anyone arrives. Start by fixing the timetable and assigning teachers and supervisors, then work through registrations, dietary needs and participant materials. On the day, allow time to arrange tables, test the laptop and projector, set up registration and prepare coffee, drinks and lunch. This checklist covers the practical sequence from planning through closing the room.

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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

Develop the course program
Arrange teachers and supervisors
Confirm the venue and room layout
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Print course materials
2 people
Lay out worksheets and pens
2 people
Do the shopping
2 people
Chill drinks
Set up the coffee and tea station
2 people
Prepare lunch
3 people
Set up tables and chairs
4 people
Set up the presentation table
2 people
Test presentation equipment
2 people
Lay out name badges
Clean the workspace and entrance
2 people
Set up reception desk
2 people

Event

Receive participants
2 people
Register attendance
2 people
Explain the course program
Facilitate course modules
2 people
Provide coffee break
2 people
Refill drinks
Set up lunch buffet
3 people
Serve lunch
3 people
Resume course sections
2 people
Moderate the Q&A
Hand out certificates or proof of participation
2 people
See participants off
2 people

Aftercare

Collect waste
2 people
Wash the dishes and kitchenware
2 people
Clear tables and chairs
4 people
Put away the presentation equipment
2 people
Clean the hall and restroom area
3 people
Sort leftover materials
2 people
Return borrowed materials
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Reception desk
Presentation table
Coat racksqty 2

Equipment

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

Catering

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Groceries

Tableware

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

Kitchen

Cutting boardsqty 3
Kitchen and bread knivesqty 4
Serving plattersqty 8
Serving tongsqty 4

Decorations

Name badge holdersqty 36
Welcome sign

Office

Registration clipboardsqty 2
Pen holdersqty 6
Flip chart
Flipchart markersqty 12
Course foldersqty 36
Notepadsqty 36
Ballpoint pensqty 40
Participation certificatesqty 36

Cleaning

Waste binsqty 4
Broom and dustpan
Mop and bucket

Tips

Finish the programme and confirm every teacher or supervisor before sending invitations. Include session times, breaks and the arrival time so participants know what to expect.
Close registrations early enough to update the participant list, collect dietary requirements and print name badges, worksheets and other course materials. Keep a final attendance list at the reception desk.
Test the laptop, projector, projection screen, HDMI cable, microphone and speaker in the actual room before participants arrive. Check power strips and extension cords rather than assuming the venue has the right connections.
Set up the room at least 60 minutes before reception opens: arrange tables and chairs, place the presentation table, lay out pens and worksheets, and put the welcome sign and registration materials where they are easy to see.
Prepare the first coffee and tea service before the course starts, then chill drinks and prepare lunch according to the break times. Put out enough cups, glasses, plates and cutlery for the full group so breaks do not become a queue at the kitchen.

Frequently asked questions

How far in advance should I plan a course day?: Fix the programme, venue, teachers and supervisors at least 4 weeks in advance. Send invitations early enough to leave 7 to 10 days for registrations, dietary requirements and final participant updates.
When should I print course materials for a course day?: Print worksheets, name badges and attendance paperwork 2 to 3 days before the course. Keep a small spare set—around 5% of the participant count—for last-minute registrations or damaged pages.
How early should I arrive to set up a course venue?: Arrive at least 60 minutes before participants, or 90 minutes if you need to arrange furniture and catering yourself. Reserve the final 15 minutes for testing the presentation equipment and opening reception.
How much coffee and tea do I need for a course day?: Plan around 2 to 3 hot drinks per person during a half-day course and 3 to 5 for a full day, including breaks. Add water and other drinks, and prepare the first service before participants are registered.

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