How to organise a study skills training session

A study skills training session runs smoothly when registration, learning materials and room setup are planned in that order. Start by booking a suitable training room, then collect registrations and dietary requirements before preparing the programme and worksheets. In the final week, check the presentation, workstations and catering. On the day, allow enough time to test the screen and sound, arrange the tables, and open the registration desk 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
Book training room
2
Send invitations
3
Open registrations
4
Process registrations
5
Collect dietary requirements
6
Confirm participant list
7
Send the program and route
8
Prepare worksheets
2 people
9
Check the presentation
10
Set out exercises
2 people
11
Make name badges
12
Do the shopping
2 people
13
Portion the catering
2 people
14
Bring materials to the venue
2 people
15
Check the venue
16
Set up tables and chairs
3 people
17
Connect presentation screen
2 people
18
Test sound system
19
Set up workstations
2 people
20
Set up registration desk
2 people
21
Prepare coffee and tea
2 people
22
Set up lunch buffet
3 people

Event

23
Receive participants
2 people
24
Register attendance
25
Hand out name badges
26
Serve welcome drinks
2 people
27
Handle the introduction
28
Explain the learning goals
29
Practice the planning method
2 people
30
Refill break drinks
31
Serve snack breaks
2 people
32
Practice concentration techniques
2 people
33
Demonstrate note-taking techniques
34
Serve lunch buffet
3 people
35
Refill the buffet and drinks
2 people
36
Collect tableware
2 people
37
Practice assessment strategies
2 people
38
Create a personal study plan
2 people
39
Handle questions and cases
2 people
40
Wrap-up and hand out materials
41
Check out participants

Aftercare

42
Pack leftovers safely
2 people
43
Clear tables and chairs
3 people
44
Switch off equipment
2 people
45
Wash dishes
2 people
46
Sort and remove waste
2 people
47
Clean the room
2 people
48
Return materials
2 people
49
Return borrowed items
50
Send participant materials digitally

What to bring

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

Furniture

Tablesqty 8
Chairsqty 36
Registration desk
Stoolsqty 4
Coat rack

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Wireless microphone
Presentation clicker

Training materials

Worksheetsqty 40
Study plannersqty 40
Notepadsqty 40
Ballpoint pensqty 40
Markersqty 40
Sticky notesqty 12
Flipchart padsqty 3
Flip chart stand
Whiteboard
Whiteboard markersqty 8
Name badgesqty 40

Tableware

Mugsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Pitcherqty 2
Serving traysqty 6
Bread basketsqty 4
Coolersqty 2

Decorations

Tableclothsqty 8
Directional signsqty 6

Lighting

Standing lampsqty 2

Cleaning

Waste binsqty 4
Washing-up tubsqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the session. Use the final participant list to prepare name badges, confirm dietary requirements and portion the catering accurately.
Send the programme, route and arrival details 3 to 5 days beforehand. Include the start time, room information and anything participants should bring so fewer people arrive late or unprepared.
Prepare one complete materials set per participant, plus 5% extra. That means worksheets, study planners, notepads, pens and any exercises are ready before you start arranging the room.
Finish the room layout and technology check at least 60 minutes before arrival. Test the laptop, projector, HDMI cable, presentation clicker, microphone and sound system together rather than separately.
Set up the registration desk first, then coffee and tea, lunch, workstations and the teaching area. Keep name badges and attendance registration at the entrance so the first 15 minutes do not disrupt the training.

Frequently asked questions

How far in advance should I organise a study skills training session?: Book the training room 4 to 6 weeks ahead if possible. Open registration at least 2 weeks before the session and close it 7 days beforehand so you have time to confirm participants, dietary requirements and materials.
When should I prepare the worksheets and study planners?: Prepare the final worksheets, study planners and exercises 3 to 5 days before the training. Print or assemble 5% extra sets in case of late registrations, damaged pages or unexpected attendees.
How early should I arrive to set up study skills training?: Arrive at least 90 minutes before participants. Use the first 30 minutes for tables, chairs and workstations, the next 30 minutes for the screen and sound check, and the remaining time for registration, refreshments and materials.
How much catering do I need for a study skills training day?: Base portions on the confirmed participant list and add about 10% if the budget allows. Finalise dietary requirements 7 days before the session, then portion lunch and refreshments on the morning of the training.

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