How to organise an Excel training session

Start an Excel training session by fixing the learning goal, date and venue before preparing any materials. Then build the programme, register participants and send clear practical information, including what they need to bring and when to arrive. Prepare the presentation and practice files early, because last-minute changes are harder to test. On the day, check every laptop, cable, screen and workstation before participants arrive, and keep registration, breaks and catering on a simple schedule.

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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
Reserve training venue
2
Create training program
3
Create participant list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send participant information
8
Develop training materials
9
Prepare practice files
10
Complete the presentation
11
Prepare certificates
12
Order catering
13
Confirm attendance
14
Check equipment
2 people
15
Do the shopping
2 people
16
Collect materials
2 people
17
Charge laptops
18
Lay out badges and registration
19
Ventilate room
20
Set up tables and chairs
3 people
21
Set up workstations
3 people
22
Set up presentation screen
2 people
23
Securely tuck away cables
2 people
24
Set out coffee and tea
2 people
25
Prepare lunch and dinner
3 people

Event

26
Receive participants
2 people
27
Register attendance
28
Explain the training goals
29
Demonstrate Excel basics
30
Lead the exercises
2 people
31
Provide coffee break
2 people
32
Refill drinks
33
Explain formulas and functions
34
Serve dinner
3 people
35
Collect tableware
2 people
36
Demonstrate pivot tables
37
Guide the practice exercise
2 people
38
Provide a short break
39
Discuss questions and practical cases
40
Present Certificates
41
Hand out feedback forms
42
See participants off
2 people

Aftercare

43
Switch off equipment
2 people
44
Take down workstations
3 people
45
Wash dishes
2 people
46
Collect waste
2 people
47
Clean the room
3 people
48
Put furniture back
3 people
49
Check materials
2 people
50
Return borrowed items
51
Process feedback
52
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 24
Registration desk
Coat rack

Equipment

Laptopsqty 20
Computer miceqty 20
Projector
Projection screen
Presentation laptop
HDMI cablesqty 3
HDMI adaptersqty 3
Extension cordsqty 4
Power stripsqty 6
Wireless presenter
Wi-Fi router

Presentation

Flip chart
Flip chart sheets
Whiteboard
Whiteboard markersqty 6
Whiteboard eraser
Notepadsqty 24
Ballpoint pensqty 30
Practice foldersqty 24
Name badgesqty 24
Certificate foldersqty 24

Tableware

Coffee cupsqty 30
Water glassesqty 30
Dinner platesqty 30
Cutlery setsqty 30
Serving bowlsqty 6
Serving spoonsqty 4

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Storage binsqty 6

Catering

Drink dispensersqty 2
Serving plattersqty 6
Coffee creamer pitcherqty 2
Sugar bowlsqty 2
Napkin holdersqty 4
Groceries

Cleaning

Waste binsqty 4
Vacuum cleaner
Mop set
Cleaning glovesqty 4

Lighting

Desk lampsqty 8

Tips

Set the programme before inviting people. Allow time for an introduction, guided exercises, questions and breaks rather than filling every minute with presentation slides.
Close registration at least 5 working days before the session. Use the final list to confirm attendance, collect dietary requirements and prepare name badges, practice folders and certificates.
Test the training setup with the actual presentation laptop, projector, HDMI adapters, Wi-Fi router and power strips. A spare adapter or extension cord is easier to arrange before the room is full.
Prepare one practice file for each exercise and open it on every laptop before the session. Charge the laptops the day before and check that mice, files and required software work together.
Finish the room at least 60 minutes before arrival. Set up tables and workstations, secure cables, test the presentation screen, ventilate the room and place registration materials where people can find them quickly.

Frequently asked questions

How far in advance should I organise an Excel training session?: Reserve the venue and create the programme at least 4 to 6 weeks ahead. Send invitations early enough to close registration 5 working days before the training, leaving time to order catering and prepare materials.
How many laptops do I need for Excel training?: Plan one working laptop per participant, plus at least one spare if the group is larger than 10 people. Test every device with the practice files and presentation before the session, not just on the morning itself.
What should I prepare for an Excel training session?: Prepare the programme, participant list, presentation, practice files, participant information, name badges and certificates. Also check the projector, screen, presentation laptop, HDMI connections, Wi-Fi, power strips and workstation layout at least 60 minutes before arrival.
When should catering be ordered for Excel training?: Confirm the final attendance and dietary requirements 5 working days before the session, then place or update the catering order. Put coffee and tea out before registration and schedule lunch so it does not interrupt an exercise.

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