Excel training checklist: what to arrange and when

An Excel training day depends on more than a presentation and a room. You need working laptops, practice files, suitable seating, reliable connections and clear information for every participant. This checklist takes you from booking the venue and building the programme to setting up workstations, serving refreshments and handing out certificates. Use it to spot the details that are easy to leave until the last minute, especially adapters, charged devices, dietary requirements and printed materials.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Reserve training venue
Create training program
Create participant list
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Develop training materials
Prepare practice files
Complete the presentation
Prepare certificates
Order catering
Confirm attendance
Check equipment
2 people
Do the shopping
2 people
Collect materials
2 people
Charge laptops
Lay out badges and registration
Ventilate room
Set up tables and chairs
3 people
Set up workstations
3 people
Set up presentation screen
2 people
Securely tuck away cables
2 people
Set out coffee and tea
2 people
Prepare lunch and dinner
3 people

Event

Receive participants
2 people
Register attendance
Explain the training goals
Demonstrate Excel basics
Lead the exercises
2 people
Provide coffee break
2 people
Refill drinks
Explain formulas and functions
Serve dinner
3 people
Collect tableware
2 people
Demonstrate pivot tables
Guide the practice exercise
2 people
Provide a short break
Discuss questions and practical cases
Present Certificates
Hand out feedback forms
See participants off
2 people

Aftercare

Switch off equipment
2 people
Take down workstations
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put furniture back
3 people
Check materials
2 people
Return borrowed items
Process feedback
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Registration desk
Coat rack

Equipment

Laptopsqty 20
Computer miceqty 20
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 4
Power stripsqty 6
Wireless presenter
Wi-Fi router

Presentation

Flip chart
Flip chart sheets
Whiteboard
Whiteboard markersqty 6
Whiteboard eraser
Notepadsqty 24
Ballpoint pensqty 30
Practice foldersqty 24
Name badgesqty 24
Certificate foldersqty 24

Tableware

Coffee cupsqty 30
Water glassesqty 30
Dinner platesqty 30
Cutlery setsqty 30
Serving bowlsqty 6
Serving spoonsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 6

Catering

Drink dispensersqty 2
Serving plattersqty 6
Coffee creamer pitcherqty 2
Sugar bowlsqty 2
Napkin holdersqty 4
Groceries

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning glovesqty 4

Lighting

Desk lampsqty 8

Tips

Confirm the venue’s Wi-Fi, power supply and screen setup at least one week before the training. Test the projector, presentation laptop, HDMI cables and adapters together rather than checking each item separately.
Prepare the training materials and practice files at least 3 days before the session. Open every file on the laptops that participants will use so you can catch missing fonts, permissions or incompatible versions.
Send participant information no later than 3 days before the training. Include the start time, arrival instructions, what participants need to bring and a clear deadline for dietary requirements.
Charge all laptops the evening before and provide a power strip or extension cord for each workstation group. Tuck cables away before participants arrive so walkways remain clear.
Set up registration, badges, coffee and tea at least 30 minutes before the start. Arrange the tables, chairs and workstations first, then test the presentation view from the seats at the back of the room.

Frequently asked questions

How far in advance should I organise an Excel training day?: Book the training venue and create the programme at least 4 weeks in advance. Send invitations early enough to process registrations, collect dietary requirements and confirm attendance before ordering catering.
What equipment is needed for Excel training?: Plan one laptop and computer mouse per participant, plus a presentation laptop, projector, projection screen, HDMI cables, adapters and a wireless presenter. Check the equipment at least 7 days before the session and charge the laptops the night before.
When should I prepare Excel practice files?: Finish and test the practice files at least 3 days before the training. Keep a separate copy of the final files and verify that every laptop can open and save them.
How early should the room be ready before Excel training starts?: Allow at least 30 minutes for registration and refreshments, and preferably 60 minutes for the full room setup. This gives you time to arrange workstations, test the screen, secure cables and resolve missing equipment before participants arrive.

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.