Exam Prep Checklist

A well-run exam prep session depends on more than choosing study materials. Set the date and timetable first, then secure the venue, teachers, registrations, and participant details. In the final week, prepare exam forms, worksheets, folders, badges, and presentation files. On the day, allow time to ventilate the rooms, arrange tables and chairs, test the projector, and set out learning materials, coffee, tea, and water 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

Set the date and program
Reserve training venue
Confirm teachers and supervisors
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Email the program and route
Select practice materials
2 people
Check presentations
2 people
Print exam materials
2 people
Sort worktops
2 people
Prepare name badges
Do the shopping
2 people
Chill drinks
Print participant list
Prepare presentation folder
Open venue
2 people
Ventilate the rooms
Set up tables
3 people
Set up chairs
2 people
Set up projector and screen
2 people
Test the equipment
2 people
Place learning materials at each table
2 people
Set out coffee and tea
2 people
Set up the reception desk

Event

Register participants
2 people
Explain the program
Guide the first training block
3 people
Serve break snacks
2 people
Refill drinks
Lead second training block
3 people
Serve dinner
3 people
Collect tableware
2 people
Guide the third training block
3 people
Administer practice test
3 people
Review the answers
3 people
Discuss questions and exam schedule
2 people
See participants off
2 people

Aftercare

Gather teaching materials
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Switch off equipment
Collect waste
2 people
Clean rooms
3 people
Retrieve supplies
Lock up the venue
2 people
Return leftover materials
Share recordings and presentations
Register attendance

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Reception desk
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Digital timer

Writing supplies

Ballpoint pensqty 45
Pencilsqty 40
Erasersqty 35
Sharpenersqty 10
Markersqty 20
Notepadsqty 35
Flip chart padqty 2
Whiteboard markersqty 12
Paper foldersqty 35
Exam formsqty 80
Worksheetsqty 120
Name badgesqty 40
Pen holdersqty 8

Tableware

Coffee cupsqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Coffee potsqty 3
Water jugsqty 5
Serving plattersqty 6
Serving spoonsqty 6

Kitchen

Kettleqty 2
Thermos bottlesqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Decorations

Welcome sign
Directional signsqty 5

Cleaning

Cleaning bucketqty 2
Floor mopsqty 2
Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the date and program before sending invitations, and include the session times, venue route, registration deadline, and any breaks so participants know what to expect.
Close registrations early enough to update the participant list, collect dietary requirements, prepare name badges, and print the right number of exam forms, worksheets, and folders.
Test the laptop, projector, screen, HDMI cable, extension cords, power strips, clicker, and digital timer at the venue before the session starts; do not leave this until the first presentation.
Prepare one complete workstation per participant, including writing supplies and learning materials, then keep spare pens, pencils, erasers, and sharpeners at the reception desk.
Open and ventilate the rooms at least 30 minutes before arrival. Set out coffee cups, water glasses, coffee pots, and waste bins before participants enter, rather than during the first break.

Frequently asked questions

How far in advance should I plan an exam prep session?: Set the date and reserve the training venue at least 4 to 6 weeks ahead. Confirm teachers and supervisors before invitations go out, then set a registration deadline about 7 days before the session.
When should I print exam materials and participant lists?: Print exam forms, worksheets, folders, badges, and the participant list 1 to 2 days before the event, after registrations and dietary requirements are finalized. Keep a few spare copies for last-minute changes.
How early should I arrive for exam prep day setup?: Arrive at least 60 minutes before participants. Use the first 30 minutes to open and ventilate the rooms and arrange tables and chairs, then reserve time to test the projector, presentation files, and timer.
How many pens and pencils do I need for an exam prep session?: Prepare one complete set per participant and add at least 10% spare writing supplies. For 30 participants, that means 33 pens and 33 pencils, plus extra erasers and sharpeners.

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