How to organise a taster lesson day

A taster lesson day needs more than a timetable and a few available teachers. Start by choosing trial classes that fit the time available, then build the registration process around room capacity, equipment and supervision. Confirm each participant before the day, collect dietary requirements early and give clear arrival instructions. On the day itself, the reception desk, signs, name badges and tested presentation equipment keep people moving between lessons without confusion.

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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
Select trial classes
3 people
3
Assign teachers and supervisors
2 people
4
Finalize the room layout
2 people
5
Create a registration form
6
Draft invitations
2 people
7
Send invitations
2 people
8
Process registrations
2 people
9
Collect dietary requirements
10
Confirm registrations
2 people
11
Make reservations
12
Publish the program online
13
Send reminder to participants
14
Prepare name badges
2 people
15
Print participant lists
16
Gather lesson materials
4 people
17
Check presentations
3 people
18
Test equipment
2 people
19
Do the shopping
2 people
20
Chill drinks
2 people
21
Prepare snacks
4 people
22
Prepare the reception desk
2 people
23
Hang up room signs
2 people
24
Set up tables
4 people
25
Set out chairs
4 people
26
Lay out teaching materials
4 people
27
Connect the technical equipment
2 people
28
Set up signage
2 people
29
Set up coffee station
2 people
30
Set up catering
3 people
31
Conduct a safety check
2 people
32
Brief the reception team
3 people
33
Hold a briefing with teachers
8 people
34
Prepare registration materials
2 people

Event

35
Receive participants
4 people
36
Register attendance
3 people
37
Hand out name badges
2 people
38
Explain the program
39
Assist trial lessons
8 people
40
Facilitate room changes
4 people
41
Answer visitors' questions
3 people
42
Refill drinks
2 people
43
Serve snacks
3 people
44
Keep diet meals separate
45
Keep break areas tidy
2 people
46
Check toilets
47
Empty trash bins
2 people
48
Take photos of activities
49
Provide training information
3 people
50
Serve coffee and tea
2 people
51
Guide visitors to the exit
2 people
52
Collect lost and found items

Aftercare

53
Switch off equipment
2 people
54
Gather lesson materials
4 people
55
Clear tables and chairs
4 people
56
Wash dishes
3 people
57
Clean coffee station
2 people
58
Clean the rooms
4 people
59
Clean the restrooms
2 people
60
Dispose of waste
2 people
61
Remove decorations
2 people
62
Return materials
2 people
63
Return borrowed items
2 people
64
Send thank-you email
65
Share photos with participants

What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
Reception desk
Clothes racksqty 2
Waste binsqty 8

Equipment

Laptopsqty 8
Projectorsqty 6
Projection screensqty 6
Extension cordsqty 12
Power stripsqty 10
Portable speakersqty 4
Microphoneqty 2
Flip chartsqty 6
Whiteboardsqty 6
Chargersqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 150
Platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 130
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12

Decorations

Room signsqty 12
Wayfinding signsqty 10
Balloonsqty 100
Balloon ribbonqty 3
Tableclothsqty 14
Flower arrangementsqty 6
Tapeqty 8
Arrow stickersqty 30

Catering

Name badgesqty 130
Wristbandsqty 130
Coffee filtersqty 150
Coffee spoonsqty 12
Sugar bowlsqty 6
Milk jugsqty 6
Serving plattersqty 12
Drink dispensersqty 4
Pitchersqty 8
Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Trash bag holdersqty 8
Toilet brushesqty 4

Tips

Set the programme before inviting anyone. Leave at least 10–15 minutes between trial classes for changing rooms, questions and late arrivals, and check that each room has enough chairs for its registered group.
Open registration with a clear closing date, ideally 5–7 days before the event. Ask for dietary requirements and contact details in the same form, then confirm places instead of relying on the original invitation.
Assign one teacher or supervisor to every class and one person to reception. The reception desk should have printed participant lists, name badges and a way to answer questions while teachers are busy.
Test every presentation, projector, microphone and speaker in the actual room at least one day beforehand. Check extension cords, power strips and chargers too; equipment that works in storage may not reach the final table layout.
Prepare refreshments for the arrival period rather than leaving them until the last minute. Chill drinks, set out cups and plates, and place snacks where they do not block the reception desk or the route to the classrooms.

Frequently asked questions

How far in advance should I organise a taster lesson day?: Start planning at least 4–6 weeks beforehand so teachers, rooms and trial classes can be assigned before invitations go out. Close registration 5–7 days before the event to allow time for lists, name badges and dietary requirements.
How many trial classes should I schedule in one day?: Use the number of rooms, teachers and available hours as your limit, and leave 10–15 minutes between classes. A short programme with reliable transitions is easier to run than a full timetable with no time for questions or room changes.
When should I send a reminder to taster lesson participants?: Send the reminder 2–3 days before the event, including the arrival time, programme, room information and anything participants need to bring. This gives people time to flag changes while your registration list can still be updated.
What should I prepare at the reception desk?: Set it up at least 30 minutes before doors open with printed participant lists, name badges, pens and the day’s programme. Keep one person there during arrival so teachers can begin their lessons without stopping to handle registrations.

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.