How to organise an English language course

Organising an English language course takes more than booking a teacher and putting out chairs. Start by fixing the date, venue, participant limit and learning objectives, then build the programme around the learners’ level and needs. Registrations, dietary information and participant communication should be completed before you order catering or print materials. On the day, allow time to ventilate and set up the room, test the projector and sound, and place folders, name badges and handouts before participants arrive.

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
Confirm date and location
2
Book English teacher
3
Define the program and learning objectives
2 people
4
Set participant limit
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Assess level and learning needs
9
Send participant information
10
Calculate catering quantities
11
Check the shopping list
12
Prepare teaching materials
2 people
13
Print handouts
14
Sort worktops
15
Do the shopping
2 people
16
Keep fresh produce cool
17
Prepare catering
2 people
18
Print participant list
19
Test the equipment
2 people

Event

20
Open venue
21
Ventilate room
22
Set up tables and chairs
2 people
23
Lay out teaching materials
2 people
24
Connect presentation and equipment
2 people
25
Lay out name badges
26
Prepare coffee and tea
2 people
27
Receive participants
2 people
28
Register attendance
29
Provide introduction and level assessment
30
Teach vocabulary lesson
31
Serve coffee and tea
2 people
32
Refill drinks
33
Teaching the grammar lesson
34
Supervise the group assignment
2 people
35
Set up the dinner buffet
3 people
36
Serve dinner buffet
3 people
37
Refill drinks
38
Leading conversation practice
2 people
39
Serve break snacks
2 people
40
Teach pronunciation lesson
41
Supervise the final task
2 people
42
Hand out certificates
43
See participants off
2 people

Aftercare

44
Clear away food and drinks
2 people
45
Wash dishes
2 people
46
Clear tables and chairs
2 people
47
Disconnect equipment
2 people
48
Collect waste
2 people
49
Clean the room
2 people
50
Chill leftover catering
51
Return borrowed materials
52
Send participant materials digitally
53
Archive attendance data

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Course materials

Flip chart
Flip chart sheets
Whiteboard
Whiteboard markersqty 8
Work foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
Pencilsqty 24
English-Dutch Dictionariesqty 12
Name badgesqty 24
Certificatesqty 24
Sticky notesqty 4

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Knivesqty 30
Forksqty 30
Spoonsqty 30
Serving plattersqty 8
Serving spoonsqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Water jugsqty 3
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Catering

Groceries

Cleaning

Cleaning clothsqty 6
Bucketsqty 2
Mopqty 2
Broom and dustpan
Waste binsqty 4

Tips

Set the participant limit before sending invitations. This determines how many tables, chairs, work folders, handouts and name badges you need, and prevents late registrations from overcrowding the room.
Assess language level and learning needs during registration or shortly afterwards. Give the teacher the results before the programme is finalised, so activities match the group rather than an assumed ability level.
Test the laptop, projector, screen, HDMI cable, speaker and microphone before the course starts. Do this at the venue with the actual equipment, because missing adapters, extension cords or power strips are often noticed only during setup.
Calculate catering after registrations close, using the final participant list and dietary requirements. Keep fresh produce cool and have cups, glasses, plates, cutlery and serving platters ready before the first break.
Open and ventilate the venue before arranging tables and chairs. Lay out teaching materials, dictionaries, notepads, pens, sticky notes and name badges in advance, and keep a printed participant list for checking attendance.

Frequently asked questions

How far in advance should I organise an English language course?: Start at least 4 to 6 weeks ahead. That gives you time to book the teacher and venue, define the programme, send invitations, process registrations and adjust catering and materials to the final group.
How do I plan an English course for mixed ability levels?: Assess each participant’s level and learning needs before finalising the programme, ideally 1 to 2 weeks before the course. Use the results to group activities, prepare suitable handouts and brief the teacher on the range of abilities.
How much time is needed to set up an English language course?: Allow at least 60 to 90 minutes before participants arrive. This covers ventilation, table and chair setup, equipment testing, connecting the presentation system and laying out folders, handouts and name badges.
When should I calculate catering quantities for a language course?: Calculate quantities once registrations close, usually 3 to 5 days before the course. Use the final participant list and dietary requirements, then shop close enough to the event to keep fresh produce in good condition.

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.