Exam Prep Training Checklist

Use this checklist to organise an exam prep training session from the first planning decisions through participant arrival. Set the date and programme before booking the study room, confirming coaches and opening registration. In the final week, prepare practice materials, answer templates, name badges and refreshments. On the day, allow time to test the presentation equipment, arrange tables and chairs, set up registration and prepare coffee and tea before the first participant arrives.

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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
2 people
Reserve a study room
Confirm coaches and supervisors
2 people
Collect practice materials
2 people
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Check participant list
Send program to attendees
Select test questions
2 people
Check answer templates
2 people
Print worksheets
Make name badges
Do the shopping
2 people
Chill drinks
Test presentation
2 people

Event

Open room
2 people
Set up tables
3 people
Set out chairs
3 people
Connect presentation equipment
2 people
Lay out worktops
2 people
Set out coffee and tea
2 people
Set up registration desk
Receive participants
2 people
Explain the program
Cover the exam material
2 people
Refill break drinks
Serve snack breaks
2 people
Hand out practice test
2 people
Guide practice test
3 people
Review the answers
2 people
Serve dinner
3 people
Refill drinks
Guide advanced assignments
3 people
Answer individual questions
3 people
Hold a final Q&A round
2 people
Hand out tips and a summary
2 people
See participants off
2 people

Aftercare

Collect materials
3 people
Sort waste
2 people
Wash dishes
2 people
Put tables and chairs back
3 people
Clean the room
2 people
Switch off the equipment
Chill leftover food
Return borrowed materials
Share participant materials digitally

What to bring

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

Furniture

Tablesqty 10
Chairsqty 45
Registration desk
Trainer tableqty 2

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Flip chart
Flipchart markersqty 2
Presentation remote

Tableware

Coffee cupsqty 45
Drinking glassesqty 45
Platesqty 45
Cutlery setsqty 45

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 4
Cutting boardsqty 2
Knivesqty 4
Serving traysqty 6
Food containersqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the date, programme and room before sending invitations. Keep the registration form open long enough to collect participant details and dietary requirements, then check the final list before sending the programme.
Prepare practice materials and select test questions at least one week ahead. Check the answer templates before printing worksheets so there is time to correct missing pages or formatting problems.
Test the laptop, projector, projection screen, HDMI cable and presentation remote before participants arrive. Keep power strips and extension cords available, and run the presentation from the exact position the trainer will use.
Plan the room setup around the training flow: registration desk near the entrance, trainer table where it is visible, and worktops with enough chairs for every registered participant. Open the room early enough to connect equipment and adjust the layout.
Buy refreshments after confirming the headcount and chill drinks before the session. Set out coffee cups, drinking glasses, plates and cutlery, and place waste bins where people can reach them without interrupting the training.

Frequently asked questions

How far in advance should I organise an exam prep training session?: Start planning at least 3 to 4 weeks before the training date. Reserve the study room, confirm coaches and supervisors, collect materials and open registration early enough to check the final participant list.
When should I send the programme to exam prep training attendees?: Send the programme 3 to 5 days before the session, after registrations and dietary requirements have been checked. Include the start time, room details, what participants should bring and any preparation they need to complete.
How early should I arrive to set up exam prep training?: Arrive 60 to 90 minutes before participants are due. This gives you time to open the room, arrange tables and chairs, connect and test the presentation equipment, prepare the registration desk and set out refreshments.
How many worksheets should I print for exam prep training?: Print one complete set of worksheets and answer materials for every registered participant, plus 5 to 10 percent extra. For 30 participants, prepare at least 32 to 33 sets so late additions or damaged copies do not cause delays.

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