How to organise a shadowing day from start to finish

A successful shadowing day depends on a clear programme, reliable supervision and a smooth arrival process. Set the date and timetable first, then reserve the rooms, assign teachers and supervisors, and open registrations. Before the event, turn dietary information into a usable catering plan and prepare the attendance list, badges and room materials. On the day, test every screen and presentation, mark the route, brief escorts and keep the registration desk staffed until every visitor has been welcomed.

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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
Set the date and program
2 people
2
Reserve rooms and tour
3
Schedule teachers and supervisors
2 people
4
Send invitations
2 people
5
Process registrations
2 people
6
Collect dietary requirements
7
Create the attendance list
8
Prepare the escort briefing
9
Prepare name badges
2 people
10
Print programs
11
Print route signs
12
Do the shopping
2 people
13
Chill drinks
2 people
14
Prepare snacks
3 people
15
Separate catering by diet
2 people
16
Distribute materials by room
3 people
17
Set up the reception area
3 people
18
Set up tables and chairs
4 people
19
Test presentations and screens
2 people
20
Hang up route signs
2 people
21
Set up the coffee station and buffet
3 people
22
Conduct a safety check
2 people
23
Brief chaperones
2 people

Event

24
Staff the registration desk
2 people
25
Welcome visitors
3 people
26
Hand out name badges
2 people
27
Deliver the opening presentation
2 people
28
Guide groups to classrooms
6 people
29
Supervise shadowing lessons
8 people
30
Give tours
4 people
31
Answer questions at information points
3 people
32
Serve coffee and tea
2 people
33
Serve snacks
3 people
34
Refill drinks
2 people
35
Serve dinner
4 people
36
Close the program
2 people
37
See visitors out
3 people

Aftercare

38
Collect waste
3 people
39
Wash dishes
3 people
40
Clear tables and chairs
4 people
41
Clean the rooms
4 people
42
Switch off equipment
2 people
43
Remove decorations and signage
2 people
44
Return borrowed materials
2 people
45
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
Stoolsqty 12

Tableware

Reusable cupsqty 90
Platesqty 80
Bowlsqty 30
Cutlery setsqty 80
Coffee cupsqty 50
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptopsqty 3
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2

Kitchen

Serving traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 6
Water carafesqty 8

Office supplies

Name badgesqty 80
Pensqty 80
Program leafletsqty 80
Presentation foldersqty 10
Clipboardsqty 10
Tapeqty 6
Scissorsqty 4
Markersqty 12
Directional signsqty 20

Decorations

Tableclothsqty 10
Buntingqty 6
Flower arrangementsqty 6

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom and dustpanqty 3
Mopsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Groceries

Tips

Build the programme around fixed room times and allow at least 10–15 minutes between sessions for visitors to move with their escorts. Print one programme for each participant and keep a spare set at the registration desk.
Close registrations 3–5 days before the shadowing day so you can finalise the attendance list, dietary requirements, name badges and presentation folders without last-minute changes.
Prepare a separate materials pack for every room and label it by room and session. Distribute these packs before visitors arrive rather than relying on someone to find equipment during the programme.
Test laptops, projectors, screens, speakers, extension cords and power strips in each room on the previous working day. A presentation that works at a desk may still fail when connected to the room’s screen.
Keep catering separate by dietary requirement from the start: label trays and serving areas, use separate serving spoons, and place chilled drinks, snacks, coffee and water where visitors can reach them without blocking registration.

Frequently asked questions

How far in advance should you plan a shadowing day?: Set the date and reserve rooms at least 4–6 weeks ahead, especially if several teachers or supervisors are involved. Send invitations early enough to leave at least 1–2 weeks for registrations and dietary information.
When should registrations for a shadowing day close?: Close registrations 3–5 days before the event. This gives you time to create the attendance list, prepare name badges, separate catering by diet and print the final programmes.
How many supervisors do you need for a shadowing day?: Plan at least one named escort or supervisor for each visitor group and add a backup for every 10–15 visitors. Confirm the schedule and give each escort a briefing before the day begins.
What should you prepare the day before a shadowing day?: Set up or check the reception furniture, room layouts, route signs and catering equipment the day before. Also test presentations and screens, charge or connect laptops, and pack materials by room so the morning only requires final placement and a safety check.

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