How to organise a course from planning to opening

Organising a course works best when you build the day backwards from the opening time. Start by fixing the date, venue, programme and teaching team, then manage invitations, registrations and dietary requirements before preparing materials and catering. In the final hours, test the presentation equipment, arrange tables and chairs, set up coffee and lunch, and prepare participant check-in. This approach prevents the common last-minute problems: missing names, untested cables, unchilled drinks and a room that is not ready when people arrive.

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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

1
Record the course date and location
2
Develop the course program
3
Confirm instructor and supervisors
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Check participant list
8
Confirm reservations
9
Print course materials
2 people
10
Prepare name badges
11
Do the shopping
2 people
12
Chill drinks
13
Check the presentation
14
Test the equipment
2 people

Event

15
Open venue
2 people
16
Ventilate room
17
Set up tables and chairs
3 people
18
Install presentation equipment
2 people
19
Lay out teaching materials
2 people
20
Set up coffee station
2 people
21
Set up lunch buffet
3 people
22
Receive participants
3 people
23
Register attendance
2 people
24
Hand out name badges
2 people
25
Open the course
26
Serve coffee break
2 people
27
Refill drinks
28
Serve lunch
3 people
29
Clear buffet and tables
3 people
30
Arrange evening break
2 people
31
Hand out certificates
32
Close the course

Aftercare

33
Wash dishes
2 people
34
Switch off equipment
2 people
35
Collect materials
2 people
36
Remove waste
2 people
37
Clean the room
3 people
38
Put furniture back
3 people
39
Pack leftover food
2 people
40
Return borrowed items
2 people
41
Archive Participant Materials

What to bring

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

Furniture

Course tablesqty 8
Chairsqty 32
Buffet tablesqty 2
Tableclothsqty 8

Equipment

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

Kitchen

Coffee makerqty 2
Kettlesqty 2
Coolersqty 2
Serving traysqty 4
Scissorsqty 4

Tableware

Coffee cupsqty 36
Water glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving spoonsqty 6

Course materials

Flip chartsqty 2
Flipchart padsqty 4
Markersqty 24
Notepadsqty 32
Ballpoint pensqty 40
Name badgesqty 32
Presentation foldersqty 32
Certificatesqty 32

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the programme before sending invitations, including start and finish times, breaks, lunch and the person leading each section. Participants need this information to decide whether they can attend.
Close registration several days before the course and use the final participant list to prepare name badges, presentation folders, notepads, pens and certificates. Keep a few blank badges available for late corrections.
Collect dietary requirements during registration, not at the lunch buffet. Give the caterer or shopping lead the final numbers at least 48 hours before the course so special meals are not an afterthought.
Allow at least 60 minutes before opening for the room setup. Arrange course tables and chairs, ventilate the room, install the projector and screen, and place teaching materials where participants can reach them.
Test the laptop, HDMI cable, projector, speaker and power connections before participants arrive. Keep extension cords and power strips accessible, because equipment placed across the room often creates the final delay.

Frequently asked questions

How far in advance should I organise a course?: Fix the date, venue and instructor at least 6 to 8 weeks ahead for a small course. Send invitations once the programme and registration method are ready, then close registrations several days before the event.
How early should I arrive to set up a course?: Arrive at least 60 minutes before participants are due. Use that time to ventilate the room, arrange tables and chairs, set up the presentation equipment, prepare the coffee station and check the attendance list.
How many course materials should I prepare?: Prepare one notepad, one pen, one presentation folder and one name badge for every registered participant, plus 5% spare materials. Print certificates from the final attendance list so names are correct.
When should I test the projector and presentation equipment?: Test the laptop, projector, screen, HDMI cable and speaker during the room setup, at least 45 minutes before opening. Run the actual presentation rather than only checking whether the projector turns on.

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.