One-day Dutch language course checklist

Use this checklist to organise a one-day Dutch language course from the first booking to the final classroom setup. It covers registrations, participant levels, lesson preparation, printed materials, equipment, refreshments and certificates. Start with the venue and course date, then give yourself time to process registrations and group learners by level. The day before, pack every workbook, worksheet and cable together so setup is about arranging the room rather than finding missing items.

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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 venue
Confirm course date
Create a registration form
Send invitations
Process registrations
Confirm registrations
Collect dietary requirements
Assign participant levels
Develop lesson plan
Gather teaching materials
Prepare worksheets
Print worksheets
Make name badges
Calculate catering quantities
Confirm venue access
Test the equipment
Do the shopping
2 people
Pack course materials
Check the venue
2 people
Set up tables and chairs
3 people
Set up the classroom
2 people
Connect projector and laptop
2 people
Set up the registration table
Prepare coffee and tea
2 people
Set out sandwiches and fruit
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Hand out name badges
Explain the program
Give the first lesson block
2 people
Supervise the coffee break
2 people
Refill drinks
Deliver second lesson block
2 people
Serve dinner
3 people
Serve special meals separately
Give the third lesson block
2 people
Facilitate the language game
2 people
Handle final questions
Hand out certificates
See participants off
2 people

Aftercare

Wash dishes
2 people
Clean up catering
2 people
Gather teaching materials
2 people
Switch off equipment
Put tables and chairs back
3 people
Collect waste
2 people
Clean the room
2 people
Return materials
Return borrowed equipment
Send participant information

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Registration desk
Coat racksqty 2

Course materials

Workbooksqty 32
Name badgesqty 32
Certificatesqty 32
Writing foldersqty 32
Notepadsqty 32
Ballpoint pensqty 40
Dictionariesqty 10
Language gamesqty 4
Flipchart padsqty 2
Presentation cardsqty 40

Equipment

Laptop
Projector
Projection screen
Portable speaker
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Timer

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Soup potsqty 2

Decorations

Direction signsqty 6
Tableclothsqty 8

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the course date and venue at least 4–6 weeks ahead. You need time to open registration, confirm places, collect dietary requirements and assign participants to suitable levels.
Close or review registrations 7–10 days before the course. Use the final participant count to prepare name badges, certificates, workbooks, writing folders and printed worksheets without guessing.
Prepare the lesson plan and teaching materials at least 5 days before the course. Test that the laptop, projector, screen, HDMI cable, speaker, timer and power strips work together in the actual room.
Check venue access and complete the room setup 60–90 minutes before participants arrive. Arrange tables and chairs, create the registration table, place coat racks, and leave clear access to power points.
For a full-day course, plan a morning coffee and tea service plus a lunch spread of sandwiches and fruit. Put cups, glasses, plates, cutlery and serving platters out before registration so the first break does not interrupt teaching.

Frequently asked questions

How far in advance should I organise a one-day Dutch language course?: Book the venue and confirm the date 4–6 weeks in advance. Open registration soon afterwards, then finalise participant levels and catering quantities 7–10 days before the course.
When should I print worksheets and prepare course materials?: Finish the lesson plan and worksheets at least 5 days before the course. Print them 2–3 days ahead, then pack workbooks, notepads, pens, dictionaries, language games and name badges together.
How early should I arrive at the venue for a language course?: Allow 60–90 minutes before the first participant arrives. This gives you time to check the room, arrange tables and chairs, connect the projector and laptop, and set up coffee and tea.
How much catering do I need for a one-day language course?: Count one lunch portion of sandwiches and fruit per participant, plus a small buffer of about 10%. Provide coffee and tea at registration and during breaks, and confirm dietary requirements 7–10 days beforehand.

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