How to organise a French language course

A French language course runs smoothly when teaching, registration and room setup are planned as one process. Start by confirming the date, venue and teacher, then align the lesson programme before sending invitations. Use registrations to build the participant list and collect dietary requirements early. In the final week, prepare worksheets, folders and name badges, check the projector setup, and confirm attendance. On the day, allow time to ventilate the room, arrange tables and chairs, prepare coffee and tea, and welcome learners before the first lesson 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
Confirm date and location
2
Confirm French teacher
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Create the participant list
7
Confirm venue booking
8
Align the lesson program
2 people
9
Prepare teaching materials
10
Print worksheets
11
Make name badges
12
Confirm attendance
13
Do the shopping
2 people
14
Lay out teaching materials
15
Chill drinks
16
Open venue
17
Ventilate room
18
Set up tables and chairs
2 people
19
Connect projector and laptop
20
Set up the flip chart
21
Prepare coffee and tea
2 people

Event

22
Welcome participants
2 people
23
Register attendance
24
Explain the lesson program
25
Teach the first French lesson block
26
Supervise the coffee break
2 people
27
Refill drinks
28
Give the Second French Lesson
29
Set up the evening meal
2 people
30
Serve dinner
2 people
31
Teach the third French lesson block
32
Guide the language game and exercise
33
Q&A and closing
34
Check out participants

Aftercare

35
Clear away dishes
2 people
36
Switch off equipment
37
Clear tables and chairs
2 people
38
Collect waste
2 people
39
Clean the room
2 people
40
Check stock
41
Lock up the venue
42
Store leftover groceries
43
Return borrowed materials
44
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Tableclothsqty 8

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 2
Power stripsqty 2
Timer

Course materials

Notepadsqty 24
Ballpoint pensqty 30
French dictionariesqty 12
Work foldersqty 24
Name badgesqty 24
Printer paperqty 250
Foldersqty 24
Flip chart
Flip chart paperqty 2
Markersqty 12
Whiteboard
Whiteboard markersqty 6

Catering

Coffee maker
Kettlesqty 2
Thermos flasksqty 4

Tableware

Coffee cupsqty 24
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4
Serving bowlsqty 4

Kitchen

Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4
Coolersqty 2
Dishpan

Cleaning

Bucketsqty 2
Cleaning clothsqty 8
Broom
Dustpan and brush
Mop
Waste binsqty 3

Groceries

Groceries

Tips

Confirm the teacher, venue and lesson programme before sending invitations. Participants need the course level, schedule and location in one clear message, and the teacher needs enough time to prepare the first lesson block.
Close registrations early enough to create the participant list and print materials. Confirm attendance a few days before the course so you know how many folders, worksheets and name badges to prepare.
Test the laptop, projector, projection screen, extension cords and power strips before participants arrive. A five-minute equipment check prevents the first lesson from being delayed by a missing cable or unsuitable connection.
Set up the room at least 30 minutes before the welcome. Arrange tables and chairs, place teaching materials, ventilate the room, and prepare the flip chart or whiteboard before registration starts.
Prepare refreshments alongside the course materials, not as an afterthought. Set out coffee cups, drinking glasses and serving items, and make coffee and tea early enough that participants can take a drink while signing in.

Frequently asked questions

How far in advance should I organise a French language course?: Start at least 4 to 6 weeks before the course. Confirm the teacher and venue first, then allow 2 to 3 weeks for invitations, registrations and participant communication.
When should I send invitations for a French language course?: Send invitations as soon as the date, location, teacher and lesson programme are confirmed, ideally 3 to 4 weeks before the first lesson. Set a registration deadline about 7 days before the course so materials can be prepared.
How long before the course should I prepare the teaching materials?: Prepare and print worksheets, work folders and name badges 3 to 5 days before the course. Keep one spare set for every 10 participants in case of late registrations or damaged pages.
How early should I arrive to set up a French language course?: Open the venue at least 30 minutes before participants arrive, or 45 minutes if you need to connect a projector and laptop. Reserve the final 10 minutes for attendance registration and welcoming learners.

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