How to organise a course day without last-minute problems

A course day runs smoothly when you treat it as three linked jobs: confirm the programme and room, prepare participants and materials, then set up and test everything before doors open. Start with the course space, instructor and schedule, because these determine invitations, catering and equipment needs. Keep dietary requirements with the registration list, not in separate messages. On the day, allow time for tables, presentation equipment, coffee service and registration before the first participant arrives.

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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
Confirm the training room
2
Confirm instructor and program
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Create the participant list
7
Order course materials
8
Book catering
9
Test the equipment
2 people
10
Check the presentation
11
Print worksheets
12
Prepare name badges
13
Pack course materials
2 people
14
Do the shopping
2 people
15
Chill refrigerated items
16
Prepare catering
2 people
17
Open room
18
Clean the room
2 people
19
Set up tables and chairs
3 people
20
Set up the presentation table
21
Set up projector and screen
2 people
22
Connect the sound system
23
Lay out course folders
2 people
24
Set out coffee and tea
2 people
25
Set up registration desk

Event

26
Receive participants
2 people
27
Register attendance
2 people
28
Hand out name badges
29
Open the course day
30
Host the first course block
2 people
31
Serve coffee break
2 people
32
Refill drinks
33
Support the second course block
2 people
34
Set up the dinner buffet
3 people
35
Serve dinner
3 people
36
Clear up dinner
2 people
37
Host the third course block
2 people
38
Arrange evening break
2 people
39
Refill drinks
40
Guide the final course section
2 people
41
Hand out certificates
42
See participants off
2 people

Aftercare

43
Wash dishes
2 people
44
Collect waste
2 people
45
Clean the room
3 people
46
Put tables and chairs back
3 people
47
Disconnect equipment
2 people
48
Count Course Materials
49
Chill leftover catering
50
Return borrowed items
51
Send participant message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Registration desk
Presentation table

Equipment

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

Tableware

Coffee cupsqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Small bowlsqty 8
Food warmersqty 4
Cutting boardsqty 2
Chef's knifeqty 2
Soup ladlesqty 2
Measuring cupsqty 2

Catering

Coffeeqty 3
Tea boxesqty 4
Water jugsqty 6
Milk jugsqty 4
Sugar bowlsqty 3
Buffet platesqty 4
Napkin holdersqty 4
Groceries

Decorations

Name badgesqty 35
Pensqty 45
Name badgesqty 4

Course materials

Course foldersqty 35
Worksheetsqty 35
Notepadsqty 35
Certificatesqty 35
Flip chart
Flip chart sheetsqty 2
Markersqty 12
Whiteboard markersqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Mopsqty 2
Broom and dustpan
Dustpan and brush
Cleaning glovesqty 4

Tips

Confirm the room, instructor and programme before sending invitations. The final agenda determines how many breaks, seats, course folders and printed worksheets you need.
Close registration early enough to create one participant list and collect dietary requirements. Use that list to brief catering and prepare name badges; do not rely on people mentioning allergies at check-in.
Test the laptop, projector, screen, HDMI cable, speaker, microphone and power strips while the room is still empty. A presentation that works at home can fail when the available connection or cable is different.
Set up the room in the order people will use it: tables and chairs first, then the presentation table and equipment, followed by course folders and the registration table. This prevents printed materials from being buried under setup equipment.
Prepare coffee, tea and chilled items after the room layout is finished, and keep serving equipment together. Coffee cups, water glasses, plates, cutlery, thermos flasks and coolers are easy to overlook when shopping is split between several people.

Frequently asked questions

How far in advance should I organise a course day?: Start at least 4 to 6 weeks ahead for the room, instructor, programme and invitations. Finish the participant list, dietary requirements, catering and printed materials during the final week.
When should I send invitations for a course day?: Send invitations as soon as the date, room and programme are confirmed, preferably 3 to 4 weeks before the course. Set a registration deadline about 7 days before the event so catering and materials can be finalised.
How early should I arrive to set up a course day?: Allow at least 2 hours before participants arrive. That gives you time to open and clean the room, arrange tables and chairs, set up the projector and sound system, prepare registration, and test the presentation.
How many course materials should I print?: Print one complete set per registered participant, plus 2 to 3 spare sets for late registrations, damaged pages or missing materials. Pack each set into a course folder before the day so check-in stays quick.

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.