Course day checklist: what to arrange and when

A course day runs smoothly when the teaching plan, participant information and room setup are ready before anyone arrives. Start by booking the venue and confirming the teacher, then build the schedule around the course blocks. In the final week, close registrations, collect dietary requirements, print materials and test the presentation equipment. On the day itself, allow time for tables, reception, coffee, name badges and participant check-in before the first block 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

Reserve course venue
Confirm the teacher
Create the course schedule
2 people
Send invitations
2 people
Process registrations
Collect dietary requirements
Check participant list
Print course materials
2 people
Prepare worksheets
2 people
Make name badges
Test presentation
2 people
Order catering
Do the shopping
2 people
Check the venue
2 people
Set up tables and chairs
3 people
Set up the presentation equipment
2 people
Lay out course materials
2 people
Set up the reception desk
2 people
Prepare coffee and tea
2 people
Set out snacks
2 people

Event

Register participants
2 people
Hand out name badges
Serve welcome coffee
2 people
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 away dishes
2 people
Host the third course block
2 people
Replenish break materials
Collect course assignments
Hand out certificates
2 people
Moderate the Q&A
Close the course day

Aftercare

Collect leftover materials
2 people
Sort waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Pack up presentation equipment
2 people
Return borrowed items
Archive Participant Materials
Register attendance
Store supporting documents

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Reception desk
Buffet tableqty 2

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 4
Wireless microphone
Flip chart
Flip chart stand

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6
Coffee spoonsqty 40

Catering

Groceries

Office

Name badgesqty 40
Name badge holdersqty 40
Ballpoint pensqty 40
Pencilsqty 40
Notepadsqty 40
Markersqty 10
Whiteboard markersqty 8
Pen holdersqty 4
Course foldersqty 40
Certificatesqty 40
Tapeqty 3
Scissorsqty 3
Staplersqty 2
Staplesqty 2
Paper shredder

Cleaning

Cleaning clothsqty 10
Spongesqty 6
Dish brushesqty 3
Mopsqty 2
Bucketsqty 2
Rubber glovesqty 4
Waste binsqty 4

Decorations

Directional signsqty 6
Information board

Tips

Set a clear registration deadline at least 7 days before the course day. Use the final participant list to prepare name badges, worksheets, course materials and seating.
Collect dietary requirements when participants register, then confirm the numbers with catering 3–5 days before the course. Keep the final list at the reception desk.
Test the laptop, projector, screen, HDMI cable, microphone and flip chart before setup is complete. Do a second presentation test at the venue at least 60 minutes before opening.
Plan the room so participants can see the projection screen and reach the reception desk without crossing the teaching area. Set out materials, pens and name badges before welcome coffee is served.
Allow at least 45 minutes for participant arrival and registration. Prepare coffee, tea, snacks and cooling space before the first guest arrives, not during check-in.

Frequently asked questions

How far in advance should I organise a course day?: Book the venue and confirm the teacher at least 6–8 weeks ahead. Send invitations early enough to close registrations 7 days before the course, leaving time to print materials and confirm catering.
When should I order catering for a course day?: Confirm the catering order 3–5 days before the course, after checking the participant list and dietary requirements. Recheck the final headcount the day before if your supplier allows changes.
How early should I arrive for a course day?: Arrive at least 90 minutes before participants. This gives you time to check the venue, arrange tables and chairs, test the presentation equipment, prepare the reception desk and set out coffee and materials.
How many course materials should I print?: Print one complete set for every confirmed participant, plus 2–3 spare sets for late registrations, damaged pages or the teacher. Prepare the final version after registrations close, ideally 3–5 days before the course.

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.