How to organise a training session

Start by fixing the date, venue and trainer, then build the programme around the available time and room. Open registrations early enough to compile a reliable participant list, collect dietary requirements and answer questions before the day. In the final week, check the presentation equipment, print handouts and prepare name badges. On the day, allow time to ventilate and arrange the room, test the laptop and projector, set up coffee and lunch, and welcome participants at the reception table.

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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
Confirm training date
2
Reserve venue
3
Confirm trainer
4
Create training program
2 people
5
Compile the participant list
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Answer participants' questions
10
Check training equipment
2 people
11
Print handouts
12
Prepare name badges
13
Test presentation
2 people
14
Do the shopping
2 people
15
Print participant list
16
Chill drinks
2 people
17
Open room
18
Ventilate room
19
Set up tables and chairs
3 people
20
Set up the presentation equipment
2 people
21
Lay out training materials
2 people
22
Set up coffee station
2 people
23
Set up lunch buffet
3 people
24
Set up the reception table
2 people

Event

25
Receive participants
3 people
26
Register attendance
2 people
27
Explain the program
28
Assist training activities
2 people
29
Provide coffee break
2 people
30
Refill drinks
31
Serve dinner
3 people
32
Collect tableware
2 people
33
Moderate the Q&A
34
Handle the closing

Aftercare

35
Collect training materials
2 people
36
Switch off equipment
2 people
37
Collect waste
2 people
38
Wash dishes
3 people
39
Clean the room
3 people
40
Put furniture back
3 people
41
Lock up the venue
42
Store leftover food
2 people
43
Return borrowed materials
2 people
44
Archive participant information
45
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Reception desk
Tableclothqty 8

Equipment

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

Training materials

Flip chartqty 2
Flipchart padsqty 4
Markersqty 24
Sticky notesqty 12
Pensqty 40
Notepadsqty 35
Training foldersqty 35

Stationery

Name badgesqty 35
Badge holdersqty 35
Printer paperqty 250
Tapeqty 3
Scissorsqty 3
Paper tapeqty 2

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cool boxqty 2

Tableware

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

Cleaning

Dishpanqty 2
Cleaning clothsqty 12
Bucketqty 2

Catering

Groceries

Tips

Confirm the date, venue and trainer before inviting anyone. Send invitations only after the programme, start time, location and registration process are ready.
Close registrations early enough to print the participant list and name badges without rushing. Check dietary requirements before ordering or preparing lunch.
Test the laptop, projector, projection screen, HDMI cable, clicker and power supply before participants arrive. Keep an extension cord and power strip available for equipment that cannot reach the socket.
Set up the room before opening the reception table: arrange tables and chairs, ventilate the space, place training folders, notepads, pens and badges, then test the presentation from the trainer’s position.
Prepare coffee, cold drinks and lunch as separate stations so arrivals do not block registration. Chill drinks in advance and keep mugs, glasses, the coffee maker, kettle and thermos together.

Frequently asked questions

How far in advance should I organise a training session?: Confirm the date, venue and trainer at least 4 to 6 weeks ahead. Open registration soon after, then use the final 7 days for equipment checks, printing, dietary details and room planning.
When should I send training invitations?: Send invitations as soon as the programme, venue and start time are confirmed, ideally 3 to 4 weeks before the session. Set a registration deadline about 7 days before the training so you can finalise the participant list and catering.
How early should I arrive before a training session?: Arrive at least 90 minutes before participants. This gives you time to ventilate the room, arrange tables and chairs, set up the presentation equipment, prepare the reception table and test the laptop and projector.
What equipment do I need for a training session?: Plan for a laptop, projector, projection screen, HDMI cable, presentation clicker and reliable power access. Also prepare a flip chart with pads and markers, plus printed training materials, name badges, pens and notepads.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.