English Language Course Checklist

Use this checklist to organise an English language course in the right order, from confirming the venue and booking a teacher to preparing materials and welcoming participants. It covers the details that are easy to overlook, such as assessing language levels, collecting dietary requirements, testing presentation equipment and printing handouts. Work through the planning tasks early, then use the final setup checks on the day so the room and teaching materials are ready 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 date and location
Book English teacher
Define the program and learning objectives
2 people
Set participant limit
Send invitations
Process registrations
Collect dietary requirements
Assess level and learning needs
Send participant information
Calculate catering quantities
Check the shopping list
Prepare teaching materials
2 people
Print handouts
Sort worktops
Do the shopping
2 people
Keep fresh produce cool
Prepare catering
2 people
Print participant list
Test the equipment
2 people

Event

Open venue
Ventilate room
Set up tables and chairs
2 people
Lay out teaching materials
2 people
Connect presentation and equipment
2 people
Lay out name badges
Prepare coffee and tea
2 people
Receive participants
2 people
Register attendance
Provide introduction and level assessment
Teach vocabulary lesson
Serve coffee and tea
2 people
Refill drinks
Teaching the grammar lesson
Supervise the group assignment
2 people
Set up the dinner buffet
3 people
Serve dinner buffet
3 people
Refill drinks
Leading conversation practice
2 people
Serve break snacks
2 people
Teach pronunciation lesson
Supervise the final task
2 people
Hand out certificates
See participants off
2 people

Aftercare

Clear away food and drinks
2 people
Wash dishes
2 people
Clear tables and chairs
2 people
Disconnect equipment
2 people
Collect waste
2 people
Clean the room
2 people
Chill leftover catering
Return borrowed materials
Send participant materials digitally
Archive attendance data

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothsqty 6

Equipment

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

Course materials

Flip chart
Flip chart sheets
Whiteboard
Whiteboard markersqty 8
Work foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
Pencilsqty 24
English-Dutch Dictionariesqty 12
Name badgesqty 24
Certificatesqty 24
Sticky notesqty 4

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Knivesqty 30
Forksqty 30
Spoonsqty 30
Serving plattersqty 8
Serving spoonsqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Water jugsqty 3
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Catering

Groceries

Cleaning

Cleaning clothsqty 6
Bucketsqty 2
Mopqty 2
Broom and dustpan
Waste binsqty 4

Tips

Set the participant limit before sending invitations. It affects the number of work folders, notepads, pens, dictionaries, name badges and certificates you need to prepare.
Assess each participant’s English level and learning needs before finalising the programme. Allow time to group similar needs and adapt exercises before the course starts.
Test the laptop, projector, projection screen, HDMI cable, speaker and microphone together at the venue. Do this before the course day, because a missing adapter or power strip can stop the presentation setup.
Calculate catering quantities after registrations close, not from the invitation list. Include dietary requirements and keep fresh produce cool until preparation begins.
Open and ventilate the room before participants arrive, then arrange tables and chairs, lay out teaching materials and connect the equipment. Print the participant list and prepare name badges so registration does not delay the first lesson.

Frequently asked questions

How far in advance should I organise an English language course?: Confirm the date, location and English teacher at least 6 to 8 weeks in advance. Send invitations once the programme, participant limit and registration deadline are clear.
How many participants should an English language course have?: Set the limit according to the room, table layout and amount of teacher support available. For interactive lessons, plan for about 8 to 12 participants per teacher and set the limit before registrations open.
What equipment do I need for an English language course?: Prepare a laptop, projector, projection screen, HDMI cable, extension cords, power strips, speaker and microphone if needed. Test the complete setup at least 1 day before the course.
When should I prepare the handouts and teaching materials?: Prepare and print the handouts at least 2 to 3 days before the course. Keep a few extra copies available and lay the work folders, notepads, pens, dictionaries and sticky notes out before participants enter.

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.