German language course checklist: plan it step by step

A German language course needs more than a teacher and a stack of workbooks. You need a confirmed venue, a clear lesson programme, accurate participant information and enough teaching materials for every learner. Plan the room layout and presentation equipment before the day, then prepare registration, catering and reception details so the course can start on time. Use the checklist to move from bookings and preparation to setup and participant arrival.

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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

Reserve venue
Book teacher
Prepare the lesson program
Order workbooks
Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Send route information
Prepare presentation
Print handouts
Make name badges
Sort teaching materials
Do the shopping
2 people
Prepare catering
2 people
Chill drinks
Open the venue
Set up tables
2 people
Set out chairs
2 people
Connect the technical equipment
Test presentation
Prepare workbooks
Set out coffee and tea
2 people
Prepare reception

Event

Receive participants
2 people
Register attendance
Give course introduction
Teach German lessons
Serve coffee break
2 people
Refill drinks
Lead the German exercises
Serve dinner
3 people
Clear away dishes
2 people
Support the speaking assignment
Restock break drinks
Handle the test and closing
See participants off
2 people

Aftercare

Gather teaching materials
Clear tables and chairs
2 people
Wash dishes
2 people
Collect waste
Clean the room
2 people
Disconnect equipment
Lock up the venue
Return materials
Send follow-up message to participants

What to bring

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

Furniture

Chairsqty 22
Tablesqty 6
Teacher's table
Coat rack

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Coffee maker
Kettle
Coolersqty 2

Kitchen

Thermos flasksqty 3
Water jugsqty 3
Serving traysqty 4
Small bowlsqty 6

Tableware

Coffee cupsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24

Course materials

German workbooksqty 22
German dictionariesqty 6
Whiteboard
Flip chart
Whiteboard markersqty 8
Flipchart markersqty 8
Notepadsqty 22
Ballpoint pensqty 25
Name badgesqty 22
Printed handoutsqty 22

Cleaning

Bucket
Mop
Broom
Dustpan and brush
Vacuum cleaner
Reusable dish towelsqty 6

Catering

Groceries

Tips

Confirm the teacher, venue and lesson programme before sending invitations. Participants need the course format, location and schedule before they register.
Order German workbooks and print handouts as soon as registrations close. Prepare one complete set per participant, plus a few spare copies for late changes or damaged pages.
Collect dietary requirements with the registration and give the catering team a final count before shopping. Chill drinks and prepare coffee and tea close enough to the start time that they remain fresh.
Test the laptop, projector, projection screen and presentation before participants arrive. Connect extension cords and power strips safely, and keep the whiteboard and markers within the teacher’s reach.
Open the venue early enough to set out tables, chairs, name badges and workbooks before reception begins. Allow at least 30 minutes for room setup and a separate 10-minute check of the presentation.

Frequently asked questions

How early should I book a venue for a German language course?: Book the venue at least 4 to 6 weeks before the course if you need a specific date or room layout. Confirm that it has enough tables and chairs, reliable power, and space for a projector and teacher’s table.
When should I order German workbooks for the course?: Order workbooks immediately after estimating the expected group size, ideally 3 to 4 weeks before the first lesson. Keep 2 or 3 spare copies if the final participant list may change.
How long before the start should I open the classroom?: Open the venue at least 30 minutes before participants arrive. Use the first 20 minutes for tables, chairs, workbooks and name badges, then reserve 10 minutes to test the presentation and technical equipment.
How many coffee cups and drinking glasses do I need per participant?: Prepare at least 1 coffee cup and 1 drinking glass per participant, plus 10% extra for breakage or additional use. For a group of 20, that means 22 cups and 22 glasses.

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