How to organise a trial student day

A trial student day needs more than a timetable and a few classrooms. Start by fixing the programme and route, then secure rooms, teachers, workshop leaders and student ambassadors before opening registration. Once visitors sign up, collect dietary requirements, answer questions and send practical details such as parking and the confirmed schedule. In the final week, check every room, prepare badges and route maps, and move food and equipment to the venue in a clear order.

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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 halls and rooms
2 people
3
Determine the tour route
2 people
4
Arrange teachers for presentations
2 people
5
Schedule student ambassadors
2 people
6
Confirm workshop leaders
2 people
7
Publish registration form
8
Send invitations
2 people
9
Post on social media
10
Process registrations
2 people
11
Collect dietary requirements
12
Answer participants' questions
2 people
13
Confirm program by email
14
Send parking information
15
Book catering
2 people
16
Check the technical setup in each room
2 people
17
Collect presentations
18
Prepare name badges
2 people
19
Print attendance lists
20
Print route maps
21
Sort badges and wristbands
2 people
22
Check the shopping list
23
Do the shopping
3 people
24
Pick up chilled products
2 people
25
Bring materials to the venue
3 people
26
Open the venue and rooms
2 people
27
Set up the reception desk
3 people
28
Set up tables and chairs
5 people
29
Set up presentation rooms
4 people
30
Set up workshop rooms
4 people
31
Set up information booths
4 people
32
Hang up route signs
2 people
33
Hang decorations
3 people
34
Connect the technical equipment
3 people
35
Test presentations
2 people
36
Set out coffee and tea
3 people
37
Chill drinks
2 people
38
Prepare snacks
4 people
39
Set up the catering buffet
3 people
40
Give staff briefing
3 people

Event

41
Staff the registration desk
3 people
42
Welcome visitors
3 people
43
Hand out name badges
2 people
44
Explain the program
45
Deliver the opening presentation
2 people
46
Supervise study info sessions
6 people
47
Guide tours
6 people
48
Lead the workshops
8 people
49
Staff information booths
8 people
50
Assist parents
2 people
51
Serve coffee and tea
2 people
52
Serve snacks
3 people
53
Refill drinks
2 people
54
Keep the buffet tidy
2 people
55
Empty trash bins
2 people
56
Check toilets
57
Answer participant questions
3 people
58
Support the evening program
4 people
59
Guide visitors to the exit
2 people
60
Collect lost items
2 people

Aftercare

61
Switch off the equipment
2 people
62
Gather presentation materials
3 people
63
Wash dishes
3 people
64
Clear buffet
3 people
65
Clear tables and chairs
5 people
66
Remove decorations
3 people
67
Sort and remove waste
3 people
68
Clean the rooms
4 people
69
Return materials
3 people
70
Return borrowed items
2 people
71
Call lost and found
72
Send thank-you email
73
Archive registration details
74
Store photos securely
75
Collect outstanding invoices
76
Complete venue check
2 people

What to bring

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

Furniture

Registration tablesqty 3
Foldable tablesqty 18
Chairsqty 120
High tablesqty 8
Tableclothsqty 20
Clothes racksqty 2
Waste binsqty 10

Equipment

Laptopsqty 8
Projectorsqty 6
Projection screensqty 6
Laptop speakersqty 6
Microphonesqty 3
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 8
USB sticksqty 4
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 4
Serving spoonsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Coffee spoonsqty 120
Water jugsqty 12

Decorations

Balloonsqty 150
Balloon ribbonqty 3
Buntingqty 12
Flower arrangementsqty 8
Table décorqty 20
Poster clipsqty 30
Presentation boardsqty 12
Directional signsqty 20
Information standsqty 12

Lighting

LED table lampsqty 8
String lightsqty 4

Catering

Name badgesqty 130
Wristbandsqty 130
Pensqty 40
Notepadsqty 130
Badge holdersqty 130
Coffee stirrersqty 250
Sugar sticksqty 250
Serving traysqty 12
Thermos cupsqty 20
Groceries

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6

Tips

Set the date, programme and tour route before publishing registration. Allow at least two weeks between opening the form and the event so you can process registrations and match attendance to room capacity.
Assign one named student ambassador to each group or route section. Share the final schedule with ambassadors at least three days beforehand, including where they collect badges, maps and any wristbands.
Test every laptop, projector, screen, microphone, speaker, HDMI cable and power strip in the room where it will be used. Do this the day before, not when the first presentation is due to start.
Prepare registration materials in arrival order: attendance lists, name badges and route maps should be sorted before doors open. Put the registration tables near the entrance and keep spare badges available for last-minute changes.
Book catering only after registration numbers and dietary requirements have been checked. Collect chilled products close to serving time, and place coffee machines, kettles, cups, glasses and serving equipment where queues will not block the entrance.

Frequently asked questions

How far in advance should I plan a trial student day?: Start planning at least six weeks before the event. Reserve halls and rooms first, then arrange presenters and workshop leaders before opening registration, ideally no later than two weeks before the day.
When should registration for a trial student day close?: Close registration three to five days before the event. That gives you time to print attendance lists and badges, confirm catering quantities, collect dietary requirements and send the final programme and parking information.
How do I organise the route for a trial student day?: Map the route after confirming every room and presentation slot. Keep each walk between locations to about 5–10 minutes where possible, print one route map per visitor group, and test the full route with an organiser before the event.
When should I check the technical setup?: Check each room’s technical setup at least one day in advance and repeat a quick check on the morning itself. Test presentations, projectors, microphones, speakers, cables and power supplies in their actual rooms.

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