How to organise a one-day Dutch language course

A one-day Dutch course runs smoothly when the teaching plan, participant information and room setup are prepared in the right order. Start by fixing the date and venue, then collect registrations and assign learners to suitable levels. In the final week, prepare worksheets, name badges, catering quantities and certificates. On the day itself, leave enough time to test the projector, laptop and audio 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
Reserve venue
2
Confirm course date
3
Create a registration form
4
Send invitations
5
Process registrations
6
Confirm registrations
7
Collect dietary requirements
8
Assign participant levels
9
Develop lesson plan
10
Gather teaching materials
11
Prepare worksheets
12
Print worksheets
13
Make name badges
14
Calculate catering quantities
15
Confirm venue access
16
Test the equipment
17
Do the shopping
2 people
18
Pack course materials
19
Check the venue
2 people
20
Set up tables and chairs
3 people
21
Set up the classroom
2 people
22
Connect projector and laptop
2 people
23
Set up the registration table
24
Prepare coffee and tea
2 people
25
Set out sandwiches and fruit
2 people

Event

26
Staff the reception desk
2 people
27
Register participants
2 people
28
Hand out name badges
29
Explain the program
30
Give the first lesson block
2 people
31
Supervise the coffee break
2 people
32
Refill drinks
33
Deliver second lesson block
2 people
34
Serve dinner
3 people
35
Serve special meals separately
36
Give the third lesson block
2 people
37
Facilitate the language game
2 people
38
Handle final questions
39
Hand out certificates
40
See participants off
2 people

Aftercare

41
Wash dishes
2 people
42
Clean up catering
2 people
43
Gather teaching materials
2 people
44
Switch off equipment
45
Put tables and chairs back
3 people
46
Collect waste
2 people
47
Clean the room
2 people
48
Return materials
49
Return borrowed equipment
50
Send participant information

What to bring

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

Furniture

Tablesqty 8
Chairsqty 32
Registration desk
Coat racksqty 2

Course materials

Workbooksqty 32
Name badgesqty 32
Certificatesqty 32
Writing foldersqty 32
Notepadsqty 32
Ballpoint pensqty 40
Dictionariesqty 10
Language gamesqty 4
Flipchart padsqty 2
Presentation cardsqty 40

Equipment

Laptop
Projector
Projection screen
Portable speaker
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Timer

Tableware

Coffee cupsqty 36
Glassesqty 36
Platesqty 36
Cutlery setsqty 36
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Soup potsqty 2

Decorations

Direction signsqty 6
Tableclothsqty 8

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the registration deadline at least 7 days before the course. This gives you time to confirm places, collect dietary requirements and assign participants to language levels.
Build the lesson plan around the actual course hours, including breaks. Prepare and print one worksheet set per participant, plus at least 10% extra copies for last-minute changes or damaged pages.
Check venue access no later than 2 days before the course. Confirm when you can enter, where tables and chairs are stored, and whether the projector, screen and power connections are available.
Test the laptop, projector, HDMI cable, speaker and extension cords together at the venue at least 1 day beforehand. A presentation that works at home can still fail because of the wrong connection or missing power strip.
Calculate coffee, tea, sandwiches and fruit after registrations close, not when invitations are sent. Prepare the registration table, name badges and course materials before setting out the food so arrivals do not interrupt setup.

Frequently asked questions

How far in advance should I organise a one-day Dutch course?: Start planning at least 4 weeks before the course date. Reserve the venue first, then allow 1 to 2 weeks for registrations and use the final week for level assignments, printing and equipment checks.
How do I divide participants into Dutch language levels?: Collect each participant’s current level during registration and review the answers after the registration deadline. Finalise the groups at least 5 days before the course so the lesson plan and worksheets match the learners in each room.
How many worksheets and course materials should I prepare?: Prepare one complete set per confirmed participant and add about 10% extra. For 20 participants, that means 22 sets, including workbooks or worksheets, writing folders, notepads and pens.
When should I set up the room for a one-day language course?: Complete the classroom and registration-table setup at least 60 minutes before arrival. Reserve the last 15 minutes for testing the presentation, checking seating and placing name badges and materials.

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