How to organise a taster lesson day

A taster lesson day works best when visitors know exactly where to go, what to try and when to arrive. Start with the date and session programme, then secure the sports halls and trainers before inviting anyone. Registration, consent forms and dietary information need to be handled early, not at the reception desk. On the day, check the halls and changing rooms first, set up the welcome area, and have coaches ready with the right equipment for every session.

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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 sports halls
3
Plan taster sessions and trainers
2 people
4
Create a registration form
5
Send invitations
2 people
6
Post on social media
7
Process registrations
2 people
8
Collect dietary requirements
9
Confirm participants
2 people
10
Prepare consent forms
11
Prepare the coaches' briefing
2 people
12
Assign volunteers
2 people
13
Make route and hall signs
14
Check sports equipment stock
2 people
15
Compile shopping list
2 people
16
Order catering
17
Prepare name labels
2 people
18
Print participant lists
19
Do the shopping
2 people
20
Set out sports equipment
3 people
21
Check participant list
2 people
22
Open venue
2 people
23
Check the halls and changing rooms
2 people
24
Set up tables and chairs
4 people
25
Set up the reception desk
2 people
26
Set up sports stations
4 people
27
Hang decorations and signage
2 people
28
Set up coffee and drinks station
2 people
29
Set out snacks and fruit
2 people
30
Brief trainers and volunteers
3 people

Event

31
Staff the reception desk
3 people
32
Register participants
3 people
33
Hand out name tags
2 people
34
Guide participants to the rooms
3 people
35
Assist trial lessons
8 people
36
Refill drinks
2 people
37
Restock snacks and fruit
2 people
38
Check changing rooms
2 people
39
Change sports stations
3 people
40
Supervise breaks
3 people
41
Provide membership information
2 people
42
Provide the closing demonstration
4 people
43
Record sign-ups for follow-up classes
2 people
44
See participants off
2 people

Aftercare

45
Dismantle sports equipment
4 people
46
Clear tables and chairs
4 people
47
Wash dishes
3 people
48
Collect waste
2 people
49
Clean halls and changing rooms
3 people
50
Lock up the venue
2 people
51
Put the sports equipment back
3 people
52
Return borrowed materials
2 people
53
Follow up with participants
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Clothes racksqty 2
Tableclothqty 6

Sports equipment

Exercise matsqty 20
Training ballsqty 20
Conesqty 40
Hoopsqty 12
Skipping ropesqty 12
Training bibsqty 30
Resistance bandsqty 15
Mini goalsqty 4
Tennis netsqty 2
Volleyballsqty 8
Basketballsqty 8
Badminton setsqty 6
Shuttlesqty 12

Equipment

Stopwatchesqty 6
Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 3

Kitchen

Coolersqty 4
Serving traysqty 6
Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 100
Buntingqty 6
Name badge holdersqty 80
Information boardsqty 8

Lighting

LED string lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 3
Waste binsqty 6

Safety

First aid kitsqty 2
Ice packqty 6
Non-slip matsqty 6

Catering

Groceries

Tips

Set the programme before opening registration. Include the start and finish time for each taster session, a realistic changeover period, and the hall number so participants do not have to guess where to go.
Give registration a firm closing date, ideally 3–5 days before the event. That leaves time to process entries, collect dietary requirements, prepare consent forms and print participant lists.
Brief coaches and volunteers separately. The coaches need session times, equipment and safety information; volunteers need arrival duties, the reception process, signs and who to contact when a participant is missing.
Count equipment by session rather than relying on a general stock check. Mats, balls, cones, hoops, bibs and stopwatches may be needed in different halls at the same time, so lay out each session’s kit before doors open.
Treat the reception desk as a timed handover point. Put name labels, participant lists and consent forms there, check people off as they arrive, and place route signs at entrances, changing rooms and hall junctions before opening the venue.

Frequently asked questions

How far in advance should I plan a taster lesson day?: Start at least 6–8 weeks before the event. Reserve the sports halls and trainers first, then allow 3–5 weeks for invitations and registrations, with the final week used for confirmations, forms and equipment checks.
When should registration close for a taster lesson day?: Close registration 3–5 days before the event. This gives you enough time to process the list, collect dietary requirements, prepare consent forms, assign participants to sessions and print accurate lists.
What should I prepare for the reception desk?: Prepare name labels, printed participant lists, consent forms and clear directions to the halls and changing rooms. Set up the desk at least 60 minutes before the first session so volunteers can check the list before participants arrive.
How many volunteers do I need for a taster lesson day?: Plan for at least one reception volunteer and one floor volunteer for each active hall, then add one person to coordinate coaches and deal with late arrivals. For four halls, that means a practical minimum of six volunteers, excluding trainers.

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