Course day checklist: what to arrange and when

A course day depends on more than a confirmed teacher and a room. You also need a reliable registration process, participant details, printed materials, working presentation equipment, and catering that is ready on time. This checklist puts the work in a practical order, from confirming the programme to opening the room. Use it to avoid the details that are often left until the last minute, such as dietary requirements, spare cables, chilled items, and name badges.

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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

Confirm the training room
Confirm instructor and program
2 people
Send invitations
Process registrations
Collect dietary requirements
Create the participant list
Order course materials
Book catering
Test the equipment
2 people
Check the presentation
Print worksheets
Prepare name badges
Pack course materials
2 people
Do the shopping
2 people
Chill refrigerated items
Prepare catering
2 people
Open room
Clean the room
2 people
Set up tables and chairs
3 people
Set up the presentation table
Set up projector and screen
2 people
Connect the sound system
Lay out course folders
2 people
Set out coffee and tea
2 people
Set up registration desk

Event

Receive participants
2 people
Register attendance
2 people
Hand out name badges
Open the course day
Host the first course block
2 people
Serve coffee break
2 people
Refill drinks
Support the second course block
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Clear up dinner
2 people
Host the third course block
2 people
Arrange evening break
2 people
Refill drinks
Guide the final course section
2 people
Hand out certificates
See participants off
2 people

Aftercare

Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Disconnect equipment
2 people
Count Course Materials
Chill leftover catering
Return borrowed items
Send participant message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Registration desk
Presentation table

Equipment

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

Tableware

Coffee cupsqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Small bowlsqty 8
Food warmersqty 4
Cutting boardsqty 2
Chef's knifeqty 2
Soup ladlesqty 2
Measuring cupsqty 2

Catering

Coffeeqty 3
Tea boxesqty 4
Water jugsqty 6
Milk jugsqty 4
Sugar bowlsqty 3
Buffet platesqty 4
Napkin holdersqty 4
Groceries

Decorations

Name badgesqty 35
Pensqty 45
Name badgesqty 4

Course materials

Course foldersqty 35
Worksheetsqty 35
Notepadsqty 35
Certificatesqty 35
Flip chart
Flip chart sheetsqty 2
Markersqty 12
Whiteboard markersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Dustpan and brush
Cleaning glovesqty 4

Tips

Confirm the room layout before ordering materials. Count the available tables and chairs, then leave space for a registration table, presentation table, projector, and refreshments.
Close registration early enough to create the participant list and collect dietary requirements. Use the final list to prepare name badges, course folders, worksheets, and catering quantities.
Test the laptop, projector, screen, HDMI cable, speaker, and microphone together at least one day before the course. Keep extension cords and power strips available rather than discovering a missing connection during setup.
Pack course materials in labelled groups before course day: folders, printed worksheets, name badges, and presentation materials. This makes the registration table faster to arrange and reduces last-minute searching.
Prepare refreshments in stages. Chill refrigerated items in advance, set out coffee, tea, cups, glasses, plates, and cutlery before participants arrive, and check that serving equipment is clean and ready.

Frequently asked questions

How far in advance should I organize a course day?: Confirm the room, teacher, programme, and catering at least 2 to 4 weeks ahead. Finish registrations and dietary information several days before the course so materials and food can be prepared accurately.
When should I test the projector and presentation equipment?: Test the laptop, projector, screen, HDMI connection, speaker, and microphone at least 24 hours before the course. Repeat a quick power-on check when you open the room.
How many course materials should I print?: Print one complete set for every confirmed participant, plus 2 to 5 spare sets for late changes, damaged pages, or unexpected attendees. Prepare the participant list and name badges from the same final registration data.
When should I set up the course room?: Open and clean the room at least 60 to 90 minutes before participants arrive. Set up tables and chairs first, then the presentation equipment, course folders, registration table, and coffee and tea station.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.