How to organise a training day from start to finish

A well-run training day starts several weeks before participants arrive. First secure the training room and trainer, then define the learning objectives and programme before sending invitations. As registrations come in, track attendance and dietary requirements so catering and room setup match the group. On the day, allow at least 60 minutes for equipment, seating, refreshments and materials; this is when small omissions are hardest to fix.

Organize this event for free with Lizzt

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
Secure the trainer
3
Set the program and learning objectives
2 people
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Order catering
9
Test equipment and presentation tools
2 people
10
Print the training materials
11
Lay out worksheets and pens
12
Do the shopping
2 people
13
Chill drinks
14
Ventilate room
15
Set up tables
2 people
16
Set up chairs
2 people
17
Connect presentation screen
18
Lay out training materials
2 people
19
Set up the coffee and tea station
2 people
20
Receive and check catering
2 people
21
Set up the reception desk

Event

22
Receive participants
2 people
23
Register attendance
24
Serve welcome coffee
2 people
25
Lead the training session
2 people
26
Provide coffee break
2 people
27
Refill drinks
28
Resume training session
2 people
29
Set up the dinner buffet
3 people
30
Serve dinner
3 people
31
Refill the dinner buffet
2 people
32
Lead the evening session
2 people
33
Host the closing Q&A
2 people
34
See participants off

Aftercare

35
Collect tableware
2 people
36
Wash dishes
2 people
37
Switch off equipment
38
Collect training materials
2 people
39
Put the tables and chairs back
3 people
40
Collect waste
2 people
41
Clean the room
2 people
42
Chill leftover catering
43
Return materials
44
Send participant information

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless presentation clicker
Bluetooth speaker
Whiteboard
Flip chart
Flip chart stand

Stationery

Notepadsqty 32
Ballpoint pensqty 40
Markersqty 12
Whiteboard markersqty 6
Sticky notesqty 10
Name badgesqty 35

Catering

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Groceries

Tableware

Coffee cupsqty 36
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Serving spoonsqty 6
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 8
Serving tongsqty 4

Cleaning

Washing-up tubsqty 2
Spongesqty 6
Cleaning clothsqty 8
Broom and dustpan

Tips

Set the programme and learning objectives before sending invitations. Give participants a clear start and finish time, and leave at least 15 minutes between major sessions for questions or movement.
Close registration two to three working days before the training day. Use the final participant list to confirm dietary requirements, print name badges and order the right amount of catering.
Test the laptop, projector, screen, HDMI cable, presentation clicker and power connections the day before. Bring extension cords and power strips; a missing adapter or outlet is a common last-minute delay.
Set up the room at least 60 minutes before arrival. Arrange tables and chairs first, then place worksheets, notepads, pens and markers where participants can reach them without interrupting the session.
Prepare coffee, tea, chilled drinks and catering in separate stations. Receive and check the delivery before serving it, and keep a copy of the final dietary list at the reception desk.

Frequently asked questions

How far in advance should I organise a training day?: Book the room and secure the trainer at least four to six weeks ahead. Set the programme before invitations go out, then close registrations two to three working days before the event so catering and materials can be finalised.
How early should I arrive to set up a training day?: Arrive at least 60 minutes before participants. Allow extra time if you need to connect a projector, arrange tables and chairs, prepare a coffee station or check a catering delivery.
How many drinks should I provide for a training day?: Plan roughly two to three drinks per person for the first hour, then about one drink per person for each additional hour. Offer coffee, tea and water throughout the day, with chilled drinks available during breaks.
When should I print training materials and prepare name badges?: Print the training materials and prepare name badges after registration closes, usually two to three working days before the event. Keep a few blank badges and spare copies available for late changes.

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.