How to organise a leadership training session

A leadership training works best when the learning plan, participant information and room setup are prepared in that order. Start by fixing the programme and training room, then collect registrations and dietary requirements before ordering catering and materials. In the final 24 hours, test the laptop, projector and presentations, prepare the folders and check the room layout. This approach prevents common delays such as missing names, unsuitable meals or equipment that only fails when 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
Book training room
2
Create training program
2 people
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Determine catering quantities
8
Order training materials
9
Create presentations and worksheets
2 people
10
Prepare activities
2 people
11
Fill in name badges
12
Send participant information
13
Check the shopping list
14
Do the shopping
2 people
15
Collect materials
2 people
16
Test laptop and presentations
2 people
17
Open room
2 people
18
Set up tables and chairs
3 people
19
Connect presentation equipment
2 people
20
Set up flip charts
2 people
21
Hand out work folders
2 people
22
Prepare coffee and tea
2 people
23
Keep lunch and dinner cool
2 people
24
Set up the reception table

Event

25
Receive participants
3 people
26
Explain the program and goals
27
Guide the icebreaker activity
2 people
28
Present leadership styles
29
Serve break drinks
2 people
30
Guide practical case studies
2 people
31
Facilitate the reflection task
2 people
32
Serve dinner
3 people
33
Refill drinks
2 people
34
Facilitate feedback sessions
3 people
35
Create personal action plans
2 people
36
Discuss action plans in plenary
37
Lead the final Q&A
38
See participants off
2 people

Aftercare

39
Collect waste
3 people
40
Wash dishes
2 people
41
Switch off equipment
2 people
42
Put tables and chairs back
3 people
43
Clean the room
3 people
44
Pack up materials
2 people
45
Chill leftover food
2 people
46
Return borrowed items
47
Send participant materials digitally
48
Archive attendance records

What to bring

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

Furniture

Tablesqty 6
Chairsqty 25
Reception desk
Coat rack

Tableware

Coffee cupsqty 30
Water glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4
Water jugsqty 6

Equipment

Laptop
Projector
Projection screen
Presentation clicker
Extension cordsqty 3
Power stripsqty 3
Wall clock

Kitchen

Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 4
Serving tongsqty 3

Training materials

Flipchart standsqty 2
Flipchart padsqty 4
Whiteboard
Whiteboard markersqty 12
Notebooksqty 25
Ballpoint pensqty 30
Markersqty 24
Sticky notesqty 12
Name badgesqty 30
Work foldersqty 25
Envelopesqty 30
Masking tapeqty 3
Timerqty 2

Decorations

Tableclothsqty 6

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Trash binsqty 4

Catering

Groceries

Tips

Set the programme before sending invitations. Allow at least 2–3 weeks to collect registrations, dietary requirements and final participant details before confirming catering quantities.
Use the registration deadline to create one final participant list. Prepare name badges, work folders and participant information from that list at least one day before the training.
Plan the room around the activities, not just the presentation. Check that tables, chairs, flipchart stands and the whiteboard leave enough space for group work and movement.
Test the complete presentation setup on the actual laptop at least one day beforehand. Check the projector, screen, clicker, extension cords and power strips, and keep a backup copy of the presentations.
Prepare refreshments with the schedule in mind. Set out coffee, tea and water before arrival, keep lunch and dinner cool, and check serving trays, utensils, plates and cutlery before the reception table opens.

Frequently asked questions

How far in advance should I organise leadership training?: Book the training room and define the programme at least 3–4 weeks before the session. Use the following 1–2 weeks for invitations, registrations, dietary requirements, catering and training materials.
When should I send leadership training invitations?: Send invitations as soon as the programme and location are confirmed, preferably 2–3 weeks before the training. Set a registration deadline about 7 days before the event so you can update the participant list and catering order.
How do I prepare the room for leadership training?: Open and set up the room at least 60–90 minutes before participants arrive. Arrange tables and chairs for the planned activities, then connect and test the laptop, projector, screen, flipcharts and whiteboard.
How much catering do I need for a leadership training day?: Base quantities on the final participant list and include dietary requirements before ordering. Provide coffee, tea and water throughout the day, and have lunch ready before the scheduled break rather than preparing it after participants arrive.

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