How to organise a taster lesson day

A taster lesson day works best when visitors can move easily from registration to the right room without waiting for instructions. Start by fixing the programme and matching each sample lesson with a teacher, room and set of materials. Then open registrations early enough to collect attendance and dietary information, and use the final week for reminders and room planning. On the day, focus on clear signage, prepared name badges, a staffed registration desk and a short briefing for supervisors.

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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
Determine trial lessons and teachers
2 people
3
Reserve venue and rooms
4
Confirm teachers and supervisors
2 people
5
Create a registration form
6
Send invitations
2 people
7
Publish sample lessons online
8
Process registrations
9
Collect dietary requirements
10
Send reminder to participants
11
Create the layout for each sample lesson
2 people
12
Print attendance lists
13
Check teaching materials
2 people
14
Do the shopping
2 people
15
Chill drinks
16
Prepare name badges
17
Set up the registration table
2 people
18
Set up tables and chairs
3 people
19
Set up trial lesson rooms
4 people
20
Lay out teaching materials by room
3 people
21
Hang up decorations
2 people
22
Set up the coffee and tea station
2 people
23
Test equipment and music
2 people
24
Hold a briefing for supervisors
3 people

Event

25
Handle check-in and registration
3 people
26
Guide participants to the rooms
2 people
27
Give welcome speech
28
Provide trial lessons
6 people
29
Answer participants' questions
2 people
30
Refill coffee and tea
2 people
31
Refill drinks
2 people
32
Serve snacks
2 people
33
Register for Follow-up Classes
2 people
34
Inform participants about what comes next
2 people
35
Gather teaching materials
4 people

Aftercare

36
Clean up the rooms
4 people
37
Wash dishes
2 people
38
Collect and remove waste
2 people
39
Clean the venue
3 people
40
Put furniture back
3 people
41
Return borrowed materials
2 people
42
Follow up with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Flip chartqty 2
Projector

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Serving spoonsqty 6
Cutting boardsqty 2
Knivesqty 4
Serving tongsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Name card holdersqty 60

Lighting

String lightsqty 4

Sports equipment

Sample lesson materialsqty 6
Practice matsqty 20
Demonstration materialsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Coffee and teapotsqty 4
Groceries

Tips

Set the programme before opening registration. List each sample lesson with its start time, duration, teacher, room and maximum group size so participants can choose without creating overlaps.
Reserve the venue and rooms before confirming teachers publicly. Allow time between lessons for moving groups, and check that every room has the tables, chairs, practice mats or other teaching materials it needs.
Open the registration form early and ask for dietary requirements at the same time. Stop accepting changes at a defined deadline, then print attendance lists and prepare name badges from the final registration data.
Test the practical setup the day before, not during check-in. Check the projector, Bluetooth speakers, extension cords and power strips in the rooms where they will be used, and place teaching materials by room.
Brief supervisors before participants arrive. Give them the room layout, attendance list, schedule and escalation contact, while the registration table handles check-in, late arrivals and questions about lesson locations.

Frequently asked questions

How far in advance should I plan a taster lesson day?: Set the date and programme at least 6 to 8 weeks ahead. Open registration several weeks before the event, then use the final 7 days to confirm numbers, dietary requirements, room layouts and staff availability.
How many teachers and supervisors do I need for a taster lesson day?: Assign at least one teacher to every sample lesson and one supervisor to each active room or group that needs guidance. Hold a briefing 30 to 60 minutes before check-in so everyone knows the schedule and responsibilities.
When should I send reminders to taster lesson participants?: Send the main reminder 3 to 5 days before the event, including arrival time, address, lesson choices and what to bring. Send a same-day message only for essential changes, such as a room switch or timetable update.
What should I prepare at the registration desk?: Set up the desk at least 45 minutes before participants arrive with printed attendance lists, name badges, pens and the final programme. Keep a separate note of late registrations and room changes so the lists remain usable during check-in.

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