Feedback Training Checklist

Use this checklist to organise a feedback training from the first invitation to the final room check. It covers participant registration, dietary requirements, learning goals, case studies and handouts, as well as catering and equipment. Plan the room layout early: tables, chairs, a reception desk and a separate buffet area all affect how smoothly the day starts. The final setup includes coffee and tea, chilled drinks, training materials, presentation equipment and a clear welcome point for participants.

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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
Compile the participant list
Send invitations
Process registrations
Collect dietary requirements
Confirm registrations
Set training goals
2 people
Develop training program
2 people
Prepare practice case studies
2 people
Prepare presentation and worksheets
Order catering
Check supplies
2 people
Test the equipment
2 people
Send participant information
Do the shopping
2 people
Check the venue
2 people
Unpack groceries
2 people
Set out coffee and tea
2 people
Chill drinks
2 people
Set up tables and chairs
3 people
Lay out training materials
2 people
Connect the presentation
2 people
Set up coffee break and dinner buffet
3 people
Set up the reception table

Event

Receive participants
2 people
Register attendance
Serve coffee and tea
2 people
Explain the training goals
Explain feedback principles
Lead the first feedback exercise
2 people
Refill break drinks
Serve snack breaks
2 people
Lead the second feedback session
2 people
Discuss the exercises
2 people
Open the dinner buffet
2 people
Serve dinner
3 people
Refill the dinner buffet
2 people
Collect dishes and glasses
2 people
Facilitate role-play exercises
2 people
Refill drinks
Create personal action items
Moderate the Q&A
Thank participants
Complete materials handout

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Clean the room
2 people
Switch off the equipment
Pack up materials
2 people
Return borrowed items
Send a thank-you gift to participants
Share training materials digitally
Email action items to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tableqty 2
Reception desk

Tableware

Dinner platesqty 24
Breakfast platesqty 24
Coffee cupsqty 24
Water glassesqty 30
Wine glassesqty 24
Knivesqty 24
Forksqty 24
Spoonsqty 24

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Coolersqty 3

Equipment

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

Training

Work blocksqty 24
Ballpoint pensqty 30
Markersqty 12
Flip chart
Flip chart paperqty 2
Sticky notesqty 12
Tapeqty 3
Name badgesqty 24
Envelopesqty 24
Feedback formsqty 24

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the training goals before writing the programme, then prepare practice case studies that match those goals. This gives participants something concrete to work on instead of relying only on slides.
Close registration several days before the training and confirm the final participant list, dietary requirements and arrival information. Late changes are easy to miss once catering has been ordered.
Test the laptop, projector, projection screen, HDMI cable, extension cords, power strips and portable speaker before participants arrive. A presentation that works at your desk may still fail in the training room.
Set up tables and chairs before laying out work blocks, ballpoint pens and markers. Leave enough table space for worksheets and case studies, rather than filling every seat with materials.
Prepare the coffee break and dinner buffet separately from the reception table. Put out cups, glasses and serving utensils before arrival, and chill drinks early enough that they are ready when the first break begins.

Frequently asked questions

How far in advance should I organise a feedback training?: Start planning at least 4 to 6 weeks before the training date. Confirm the location and participant list first, then allow time for invitations, registrations, the programme, case studies, materials and catering.
When should I send invitations for feedback training?: Send invitations about 3 to 4 weeks before the training. Set a registration deadline roughly 7 days before the event so you can confirm attendance, dietary requirements and catering quantities.
What equipment do I need for a feedback training session?: Plan for a laptop, projector, projection screen, HDMI cable, extension cords, power strips and a portable speaker. Test every connection at the venue at least 1 day before the session, then check it again during final setup.
How early should I arrive to set up feedback training?: Arrive at least 90 minutes before participants. That gives you time to check the venue, arrange tables and chairs, set out training materials, connect the presentation, prepare coffee and tea, chill drinks and open the reception table.

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