Hands-On Session Checklist: Plan It Without Last-Minute Gaps

A hands-on session needs more than a room and a programme. You need enough workstations, tested equipment, printed worksheets, clearly labelled materials and a smooth registration point. Start by fixing the venue and practical topic, then confirm volunteers and registrations before buying supplies. In the final week, check dietary requirements, print the participant list and worksheets, and test the presentation setup. On the day, prepare the room, coffee, snacks and name badges before participants arrive.

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 venue
Develop the program
2 people
Record the practical topic
2 people
Confirm volunteers
Send invitations
Process registrations
Collect dietary requirements
Send reminder
Print participant list
Print worksheets
Do the shopping
2 people
Check materials
2 people
Test equipment
2 people
Cool catering
Make name badges
Set up tables
3 people
Set up chairs
3 people
Set up workstations
3 people
Set up the presentation
Set up registration desk
2 people
Set out coffee and tea
2 people
Display snacks
2 people

Event

Receive participants
3 people
Register attendance
2 people
Hand out name badges
2 people
Explain the program
Provide practical instruction
2 people
Guide participants
4 people
Restock workstations
2 people
Serve break drinks
2 people
Refill drinks
2 people
Refill snacks
2 people
Guide the second practice round
4 people
Present results
2 people
Facilitate the networking session
2 people
Answer final questions
2 people
See participants off
2 people

Aftercare

Collect materials
3 people
Remove waste
2 people
Wash dishes
2 people
Clean the room
3 people
Return equipment
2 people
Store leftover materials
2 people
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Registration desk
Coat racksqty 2

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker

Work materials

Flip chartqty 2
Flip chart paperqty 4
Whiteboard
Whiteboard erasersqty 2
Markersqty 40
Sticky notesqty 12
Ballpoint pensqty 50
Clipboardsqty 45
Worksheetsqty 50
Name badgesqty 50
Badge holdersqty 50
Scissorsqty 10
Rolls of tapeqty 6
Glue sticksqty 10

Tableware

Coffee cupsqty 50
Glassesqty 50
Platesqty 50
Cutlery setsqty 50

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving bowlsqty 4
Coolersqty 3

Decorations

Tableclothsqty 8
Garlandqty 4
Flower arrangementsqty 4

Lighting

LED lampsqty 6

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Confirm the practical topic and develop the programme before sending invitations, so participants know what they will do and how long the session takes. Leave time for registration and a short introduction.
Check the expected number of participants against the number of tables, chairs, workstations, clipboards, pens, worksheets and name badges. Prepare a small spare supply rather than discovering a shortage during the activity.
Test the laptop, projector, screen, HDMI cable, speaker and power connections before the session starts. Do this at least once in the actual room, because cable length and socket locations can affect the layout.
Collect dietary requirements with registrations and cool the catering before participants arrive. Set out coffee, tea, cups, glasses, plates and cutlery separately from the workstations to protect the materials.
Set up the registration table, participant list, name badges and badge holders first on the day. Then arrange tables, chairs and workstations, leaving clear access for late arrivals and enough room to use flip charts or a whiteboard.

Frequently asked questions

How far in advance should I organise a hands-on session?: Reserve the venue and define the practical topic at least 4 weeks ahead. Send invitations once the programme, capacity and volunteer support are confirmed, then use the final week for registrations, dietary requirements and materials.
What should I prepare the day before a hands-on session?: Print the participant list and worksheets, check all materials, prepare name badges and confirm volunteers. Test the presentation equipment and place the catering in a position where it can be cooled or stored safely overnight.
How many workstations do I need for a hands-on session?: Plan one workstation for each person who must work independently, or one for each small group if the activity is collaborative. Count the registered participants 2 to 3 days before the session and adjust tables, chairs, clipboards and worksheets then.
When should participants receive a reminder for a hands-on session?: Send the main reminder 2 to 3 days before the session, including the start time, venue details and anything participants need to bring. Keep the participant list and dietary information updated until registration opens.

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.