How to organise a study day without last-minute problems

A study day works best when the programme, people and practical setup are planned in that order. Start by fixing the theme and timetable, then confirm speakers, rooms and equipment before opening registration. Collect dietary requirements early and send the final programme only after presentations and activities are complete. On the day, allow time for room ventilation, badge preparation, registration and a full test of every projector, cable and microphone.

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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 program and theme
2 people
2
Confirm speakers and guides
2 people
3
Reserve spaces and equipment
4
Send invitations
2 people
5
Process registrations
6
Collect dietary requirements
7
Send program to attendees
8
Collect presentations
9
Print out activities and assignments
2 people
10
Prepare name badges
2 people
11
Do the shopping
2 people
12
Check catering and diet meals
2 people
13
Prepare participant list and badges
2 people
14
Open and ventilate rooms
2 people
15
Set up tables and chairs
4 people
16
Set up the reception desk
2 people
17
Test presentations and equipment
2 people
18
Set up coffee and tea station
2 people
19
Lay out welcome materials
2 people

Event

20
Register participants
3 people
21
Explain the opening and program
2 people
22
Supervise lectures and workshops
6 people
23
Serve coffee break
3 people
24
Refill drinks
2 people
25
Tidy up the break rooms
2 people
26
Guide group assignments
6 people
27
Set up the dinner buffet
4 people
28
Serve dinner
5 people
29
Serve diet meals separately
2 people
30
Collect tableware and waste
3 people
31
Support the evening program
4 people
32
Provide the closing and thank-you speech
2 people
33
See participants off
2 people

Aftercare

34
Switch off equipment
2 people
35
Put furniture back
4 people
36
Wash dishes
3 people
37
Remove waste
2 people
38
Clean rooms
3 people
39
Return borrowed materials
2 people
40
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptopsqty 2
Projectorsqty 3
Projection screensqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless presentation set
Portable speakersqty 2
Microphonesqty 2
Power stripsqty 6
Extension cordsqty 6

Tableware

Platesqty 75
Bowlsqty 75
Glassesqty 80
Mugsqty 70
Cutlery setsqty 75

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Decorations

Name badgesqty 70
Table signsqty 8
Directional signsqty 8
Flip chartsqty 4
Markersqty 24
Tapeqty 6
Pensqty 80
Notepadsqty 70

Cleaning

Trash binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Set the programme before inviting participants. Include exact start and finish times, lecture and workshop blocks, coffee breaks, and time for transitions between rooms.
Confirm speakers and guides before publishing the invitation. Ask for presentations and technical requirements at least 7 days ahead, so you can test laptops, projectors, HDMI adapters and microphones.
Close registration with enough time to prepare the participant list, name badges, printed activities and dietary information. A deadline of 3 to 5 days before the study day gives you time to correct missing details.
Plan the room setup around the programme, not just the number of attendees. Arrange tables and chairs, place table signs, and check that power strips and extension cords reach every laptop and presentation position.
Treat catering and breaks as timed programme items. Set up coffee, tea, mugs, glasses and food before the first break, then assign someone to refill drinks while sessions continue.

Frequently asked questions

How far in advance should you organise a study day?: Start planning at least 6 to 8 weeks ahead if speakers, rooms and equipment are involved. Confirm the programme and main bookings first, then open registration once the essential details are fixed.
When should I ask for dietary requirements for a study day?: Ask during registration and set a response deadline 7 days before the event. Check the final list with the caterer 3 to 5 days beforehand, including vegetarian, allergy and other diet meals.
How much time do I need to set up a study day?: Allow at least 90 minutes before participants arrive. This covers opening and ventilating rooms, arranging tables and chairs, preparing the reception desk, laying out materials and testing presentations and sound.
When should presentations be collected and tested?: Request all presentations and activity files at least 7 days before the study day. Test them on the actual laptop and projector 1 to 2 days beforehand, then keep backup copies and the required HDMI cables or adapters ready.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.