How to organise a practical Word course

Start by fixing the course date, room, teacher and assistant before inviting anyone. Then build the schedule around short explanations and hands-on practice, and prepare the presentation, worksheets and practice files together. Registration should capture dietary requirements and confirm what participants need to bring. On the day, allow at least 60 minutes to arrange tables, laptops, chargers, projector, Wi-Fi and refreshments before the first arrival.

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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
Record the course date and location
2
Record teacher and assistant
3
Create the course schedule
4
Prepare teaching materials
5
Compile practice files
6
Send invitations
7
Process registrations
8
Collect dietary requirements
9
Send participant information
10
Order catering
11
Test equipment
2 people
12
Test presentation and files
13
Print worksheets
14
Prepare name badges
15
Do the shopping
16
Lay out teaching materials
2 people
17
Charge laptops

Event

18
Open room
19
Set up tables and chairs
2 people
20
Connect equipment
2 people
21
Set up workstations
2 people
22
Set out coffee and tea
23
Receive participants
2 people
24
Register attendance
25
Explain the course program
26
Demonstrate Word basics
27
Facilitate text formatting workshop
2 people
28
Provide coffee break
29
Explain document structure
30
Guide table exercises
2 people
31
Set up the dinner buffet
2 people
32
Serve dinner
2 people
33
Refill drinks
34
Demonstrate styling techniques
35
Facilitate the final exercise
2 people
36
Lead the Q&A session
37
Hand out certificates
38
See participants off
2 people

Aftercare

39
Switch off equipment
2 people
40
Collect work materials
2 people
41
Wash dishes
2 people
42
Clean the room
2 people
43
Collect waste
44
Return equipment
45
Send participant materials afterward

What to bring

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

Furniture

Tablesqty 8
Chairsqty 20

Equipment

Laptopsqty 16
Laptop chargersqty 16
Projector
Projection screen
Presentation laptop
HDMI cablesqty 2
Power stripsqty 6
Extension cordsqty 4
Wi-Fi router

Tableware

Coffee cupsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee maker
Kettle
Serving bowlsqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Name badgesqty 20
Tableclothsqty 8
Pensqty 24
Notepadsqty 20
Course foldersqty 20

Catering

Groceries

Tips

Set the schedule in teaching blocks of 30–45 minutes, followed by practice time. Send the final programme with the participant information so people know when they will be working independently.
Test every laptop, charger, presentation file and practice file at least 2 days before the course. Open the files from the presentation laptop as well as a participant laptop; a file that works on one device may still fail during the lesson.
Prepare one workstation per participant and bring at least 2 spare power connections. Put power strips and extension cords in place before participants arrive, rather than trying to route cables around occupied tables.
Close registration 3–5 days before the course so you can print worksheets, name badges and course folders, confirm dietary requirements and order the right amount of catering. Keep a final attendance list at the registration table.
Open the room 60 minutes early. Connect the projector and screen, test the HDMI connection and Wi-Fi, charge or connect the laptops, and set out coffee, tea, cups, glasses and plates before receiving participants.

Frequently asked questions

How far in advance should I organise a Word course?: Fix the date, location, teacher and assistant at least 4 weeks ahead. Send participant information 5–7 days before the course, once registration and dietary requirements are up to date.
How long should a Word course session be?: Plan teaching blocks of 30–45 minutes with 15–30 minutes of guided practice after each explanation. Include a break of about 15 minutes after every 90 minutes of work.
How early should I arrive to set up a Word course?: Arrive at least 60 minutes before participants. Allow extra time if you need to arrange more than 10 laptops or connect a projector, screen, Wi-Fi router and several power strips.
What should participants receive before a Word course?: Send the schedule, location, arrival time and any equipment instructions 5–7 days beforehand. Confirm whether laptops and practice files are provided, and record dietary requirements before ordering catering.

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