Digital skills training checklist: what to arrange and when

A digital skills training session depends on more than a good lesson plan. You need the right room, working laptops, reliable Wi-Fi, tested presentation equipment and clear participant information. Start with the date, instructors and learning objectives, then move through registrations, materials and technical checks. Use the final setup steps to prepare the classroom, registration desk, drinks and welcome materials before participants arrive.

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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 training date
Book training room
Confirm instructors
Develop the program and learning objectives
2 people
Send invitations
Process registrations
Collect dietary requirements
Finalize the participant list
Print worksheets and manuals
2 people
Prepare presentations and practice files
2 people
Test laptops and chargers
2 people
Test Wi-Fi and internet
Test audio and video
2 people
Do the shopping
2 people
Chill drinks

Event

Open the classroom
2 people
Set up tables and chairs
3 people
Set out laptops and chargers
2 people
Connect presentation equipment
2 people
Set up registration desk
Set out coffee and tea
2 people
Handle reception and registration
3 people
Hand out welcome materials
2 people
Give an introduction to digital basic skills
Guide the computer skills session
3 people
Serve break drinks and snacks
2 people
Refill drinks
Demonstrate online safety
Lead online safety exercise
3 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Refill the dinner buffet
2 people
Practice digital communication
Lead the digital communication exercise
3 people
Moderate the Q&A
Hand out certificates and evaluation forms
2 people
See participants off
2 people

Aftercare

Switch off and pack up equipment
2 people
Wash dishes
2 people
Collect and remove waste
2 people
Clean the room
3 people
Put furniture back
3 people
Return borrowed materials
Send participant materials digitally

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Tableclothsqty 8

Equipment

Laptopsqty 30
Laptop chargersqty 30
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 6
Power stripsqty 8
Wireless miceqty 30
Wi-Fi router
Portable speaker
Presentation clicker

Tableware

Coffee cupsqty 36
Drinking glassesqty 36
Platesqty 36
Cutlery setsqty 36

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Serving traysqty 4
Thermos flasksqty 4
Scissorsqty 3
Chef's knifeqty 2
Cutting boardsqty 3

Decorations

Name badgesqty 36
Directional signsqty 6

Cleaning

Waste binsqty 4
Trash bag holdersqty 4
Hand soap dispensersqty 2

Catering

Groceries

Tips

Confirm the date, room and instructors before opening registration. Set the program and learning objectives at least 2–3 weeks before the session so invitations describe the content accurately.
Close registrations early enough to print materials and finalize seating. Aim to have the participant list, dietary requirements and name badges ready at least 3 working days before training.
Test every laptop, charger, Wi-Fi connection and practice file before the training day. Keep spare extension cords, power strips and HDMI adapters available because equipment problems often appear during setup.
Prepare presentations, worksheets and manuals in advance, then place them at the registration desk or on each workstation. Print a few extra copies—around 10% more than the confirmed participant count.
Open the classroom at least 60 minutes before the start. Set out tables, chairs, laptops and chargers first, then connect the projector, screen, audio and registration desk before preparing coffee and tea.

Frequently asked questions

How far in advance should I organise a digital skills training session?: Confirm the date, room and instructors 3–4 weeks ahead. Finalize the program and learning objectives before invitations go out, then allow at least 3 working days after registration closes to prepare materials and seating.
How long before digital skills training should I test the equipment?: Run a full equipment test 1–2 days before the session, including laptops, chargers, Wi-Fi, presentation files, projector, audio and video. Repeat a quick check when you open the classroom, at least 60 minutes before participants arrive.
How many laptops do I need for digital skills training?: Prepare one working laptop and charger for each participant, plus at least one spare setup if possible. Test the practice files and required connections on every device before the training day.
When should I close registrations for a digital skills training session?: Close registrations at least 3 working days before the session if you need to print manuals, prepare name badges and confirm dietary requirements. Allow more time when laptops or room capacity need to be arranged externally.

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