How to organise a jury course from start to finish

A jury course needs more than a good lesson programme. Start by fixing the date, venue and jury teachers, then open registrations and keep the participant list current. In the final week, prepare course folders, worksheets, catering and dietary information. On the day itself, allow time for room setup, registration and a full projector, microphone and sound check before participants 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
Confirm jury teachers
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Finalize the lesson program
2 people
8
Collect course materials
2 people
9
Print worksheets
10
Check the presentation
11
Order catering
12
Confirm reservations
13
Do the shopping
2 people
14
Chill drinks
15
Assemble course folders
2 people
16
Prepare the attendance list
17
Check the venue
2 people
18
Clean the room
2 people
19
Set up tables and chairs
3 people
20
Set up the presentation table
21
Connect projector and laptop
2 people
22
Test microphone and sound
2 people
23
Set up coffee and water station
2 people
24
Set up the registration table

Event

25
Receive participants
2 people
26
Register attendance
27
Distribute course materials
2 people
28
Provide judge training
3 people
29
Serve coffee and tea
2 people
30
Refill drinks
31
Clear the break room
2 people
32
Serve dinner
3 people
33
Clear away dishes
2 people
34
Supervise practical exam
3 people
35
Hand out certificates
2 people
36
See participants off
2 people

Aftercare

37
Switch off equipment
2 people
38
Clear tables and chairs
3 people
39
Wash dishes
2 people
40
Collect waste
2 people
41
Clean the room
2 people
42
Inventory materials
43
Return borrowed materials
2 people
44
Send participants their certificate

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Presentation table
Coat racksqty 2

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Knivesqty 30
Forksqty 30
Spoonsqty 30
Serving utensilsqty 6

Equipment

Laptop
Projector
Projection screen
Microphone
Speakersqty 2
Extension cordsqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2

Course materials

Course foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
Markersqty 12
Flipchart padsqty 2
Whiteboard markersqty 12
Name badgesqty 30
Certificatesqty 24

Decorations

Directional signsqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Set the date and venue before sending invitations, and confirm the jury teachers at the same time. This gives you a reliable basis for the programme and registration details.
Close or review registrations early enough to update the participant list and collect dietary requirements before ordering catering. Do not wait until the day before to discover missing meal information.
Finish the lesson programme and gather course materials before printing worksheets and assembling folders. Prepare one folder, notepad and ballpoint pen per participant, plus a small spare supply.
Plan the room setup around the teaching sequence: arrange tables and chairs first, then position the presentation table, registration desk and coffee and water station. Keep coats and registration traffic away from the presentation area.
Test the laptop, projector, screen, microphone, speakers and extension cords before participants arrive. Make coffee and water available after the technical check, and chill drinks early enough that they are ready for the first break.

Frequently asked questions

How far in advance should I organise a jury course?: Fix the date, venue and jury teachers at least 6 to 8 weeks ahead when possible. Send invitations once those three details are confirmed, then use the remaining weeks for registrations, materials, catering and room logistics.
When should I order catering for a jury course?: Order catering after registrations are sufficiently stable and dietary requirements have been collected, preferably 7 to 10 days before the course. Recheck the participant count and meal information 2 to 3 days before delivery.
How early should I arrive to set up a jury course?: Allow at least 90 minutes before participant arrival. That covers cleaning and arranging tables and chairs, setting up registration and refreshments, preparing folders, and testing the projector, laptop, microphone and speakers.
How many course folders and worksheets should I prepare?: Prepare one complete course folder and one worksheet set per registered participant, plus 5 to 10% spare copies. For 20 participants, that means 21 or 22 sets, so late registrations or damaged pages do not disrupt the course.

Start this plan in Lizzt

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