Exam Prep Checklist

An exam prep session runs smoothly when the teaching plan, participant details and room setup are ready in the right order. Confirm the date and room first, then finalize trainers, the programme and practice materials. Registration details also need attention: collect dietary requirements, prepare the participant list and brief trainers before the day. On the morning itself, allow time to test the presentation, arrange tables and chairs, prepare worksheets and set up coffee 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
Reserve a room
Finalize trainers
Create the program
Send invitations
2 people
Process registrations
Collect dietary requirements
Create participant list
Send trainer briefing
Select practice materials
2 people
Print handouts
2 people
Make name badges
Do the shopping
2 people
Chill drinks
Prepare materials
2 people

Event

Open room
2 people
Set up tables
3 people
Set up chairs
2 people
Test presentation
2 people
Hand out worksheets
2 people
Set up coffee station
2 people
Receive participants
2 people
Explain the program
Guide practice session
3 people
Serve coffee break
2 people
Refill drinks
Moderate the Q&A
3 people
Supervise the second practice session
3 people
Set up dinner
3 people
Serve dinner
3 people
Collect tableware
2 people
Cover exam strategies
2 people
Guide individual practice questions
3 people
Answer final questions
2 people
See participants off
2 people

Aftercare

Collect materials
2 people
Wash dishes
2 people
Clean the room
3 people
Collect waste
2 people
Lock up the venue
Return borrowed items
2 people
Store leftover materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Stoolsqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Timerqty 2
Printer

Tableware

Mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2
Serving traysqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Washing-up bowlsqty 2

Office supplies

Ballpoint pensqty 50
Pencilsqty 40
Erasersqty 20
Rulersqty 20
Markersqty 20
Whiteboard markersqty 8
Notepadsqty 40
Flipchart padsqty 2
Name badgesqty 40
A4 foldersqty 40
A4 paperqty 2
Tapeqty 3
Scissorsqty 3

Cleaning

Trash binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Water jugsqty 4
Serving traysqty 4
Groceries

Tips

Confirm the date and room before inviting anyone. Once registrations open, keep the participant list current and use it to track dietary requirements and attendance.
Give trainers the programme and briefing before the session, not on arrival. Include the practice materials and the timing for each part so the session can start without questions.
Print handouts and prepare worksheets before setting up the room. Keep spare pens, pencils, erasers and rulers available; these are easy for participants to forget.
Test the laptop, projector, screen, extension cords and power strips before participants arrive. Run through the presentation and keep a timer ready for timed practice work.
Set up the coffee station before opening the room. Allow enough mugs, glasses, plates and cutlery for the group, and chill drinks early rather than during the break.

Frequently asked questions

How far in advance should I plan an exam prep session?: Confirm the training date, reserve the room and finalize trainers at least 2–3 weeks beforehand. Send invitations early enough to process registrations and collect dietary requirements before printing the participant list.
What should I prepare the day before an exam prep session?: Print handouts, make name badges, prepare the practice materials and pack the stationery. Also brief the trainers, check the programme and chill drinks if you have enough refrigerator or cooler space.
How early should I arrive to set up an exam prep session?: Arrive at least 60 minutes before participants. This gives you time to open the room, arrange tables and chairs, test the presentation, prepare worksheets and set up the coffee station.
How many drinks should I provide for an exam prep session?: Plan 2–3 drinks per person for the first hour, then about 1 drink per person for each additional hour. Add extra coffee, tea and water for the break, especially if the session includes timed practice.

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