How to organise a course day without last-minute problems

A well-run course day starts several weeks before participants arrive. First secure the venue and teacher, then build the schedule, open registrations and collect dietary requirements. During the final week, confirm the participant list, print materials and test the presentation setup. On the day itself, allow time for tables, chairs, reception, coffee and name badges before opening the first course block.

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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
Reserve course venue
2
Confirm the teacher
3
Create the course schedule
2 people
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Check participant list
8
Print course materials
2 people
9
Prepare worksheets
2 people
10
Make name badges
11
Test presentation
2 people
12
Order catering
13
Do the shopping
2 people
14
Check the venue
2 people
15
Set up tables and chairs
3 people
16
Set up the presentation equipment
2 people
17
Lay out course materials
2 people
18
Set up the reception desk
2 people
19
Prepare coffee and tea
2 people
20
Set out snacks
2 people

Event

21
Register participants
2 people
22
Hand out name badges
23
Serve welcome coffee
2 people
24
Open the course day
25
Host the first course block
2 people
26
Serve coffee break
2 people
27
Refill drinks
28
Support the second course block
2 people
29
Set up the dinner buffet
3 people
30
Serve dinner
3 people
31
Clear away dishes
2 people
32
Host the third course block
2 people
33
Replenish break materials
34
Collect course assignments
35
Hand out certificates
2 people
36
Moderate the Q&A
37
Close the course day

Aftercare

38
Collect leftover materials
2 people
39
Sort waste
2 people
40
Wash dishes
2 people
41
Clean the room
3 people
42
Put tables and chairs back
3 people
43
Pack up presentation equipment
2 people
44
Return borrowed items
45
Archive Participant Materials
46
Register attendance
47
Store supporting documents

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Reception desk
Buffet tableqty 2

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving plattersqty 8

Equipment

Projector
Projection screen
Laptop
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 4
Wireless microphone
Flip chart
Flip chart stand

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving spoonsqty 6
Coffee spoonsqty 40

Catering

Groceries

Office

Name badgesqty 40
Name badge holdersqty 40
Ballpoint pensqty 40
Pencilsqty 40
Notepadsqty 40
Markersqty 10
Whiteboard markersqty 8
Pen holdersqty 4
Course foldersqty 40
Certificatesqty 40
Tapeqty 3
Scissorsqty 3
Staplersqty 2
Staplesqty 2
Paper shredder

Cleaning

Cleaning clothsqty 10
Spongesqty 6
Dish brushesqty 3
Mopsqty 2
Bucketsqty 2
Rubber glovesqty 4
Waste binsqty 4

Decorations

Directional signsqty 6
Information board

Tips

Set the course schedule before sending invitations, including registration, welcome coffee, breaks and the first teaching block. Participants need the practical timing before they can decide whether to attend.
Close registrations early enough to order catering and prepare materials. Check the final participant list at least 2 days before the course and match it against dietary requirements.
Test the laptop, projector, projection screen, HDMI cable, microphone and power strips before participants arrive. A presentation that worked elsewhere may still fail because of the venue’s connections.
Prepare the reception desk with name badges, holders and ballpoint pens before setup is complete. Registration becomes slow when badges are still being written while people are waiting.
Start coffee and tea before the advertised arrival time and place snacks where participants can reach them without blocking the reception desk. Keep serving platters, plates, glasses and cutlery together so the welcome area does not need rebuilding later.

Frequently asked questions

How far in advance should I organise a course day?: Book the venue and confirm the teacher at least 6 to 8 weeks ahead. Send invitations once the schedule and registration process are ready, then use the final week for materials, catering and equipment checks.
When should I confirm the number of course participants?: Check the participant list 2 days before the course day. Use that number to confirm catering, prepare name badges and print enough worksheets and course materials, with a small buffer for changes.
How early should I arrive at the venue for a course day?: Arrive at least 2 hours before participants are expected. This gives you time to check the room, arrange tables and chairs, set up the presentation equipment, prepare the reception desk and make coffee and tea.
What should I check the day before a course?: Confirm the teacher, participant list, dietary requirements, catering and venue access. Also test the presentation on the actual laptop and projector, and pack the printed materials, name badges, pens and backup cables.

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.