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How to organise an integration course

An integration course runs smoothly when enrolment, teaching preparation and classroom logistics are handled in that order. Start by confirming the teacher, classroom and programme before inviting participants. Then collect registrations and dietary requirements, order course materials, and prepare the attendance process. On the day, allow at least 60 minutes for room setup and technical testing so the teacher can begin on time.

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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

    Send invitations

  • 2

    Process registrations

  • 3

    Collect dietary requirements

  • 4

    Reserve classroom

  • 5

    Confirm the teacher

  • 6

    Finalize the program

    2 people

  • 7

    Update participant list

  • 8

    Create the attendance list

  • 9

    Select teaching materials

  • 10

    Order workbooks

  • 11

    Prepare worksheets

  • 12

    Print handouts

  • 13

    Make name badges

  • 14

    Test presentation

  • 15

    Purchase catering

    2 people

  • 16

    Pack up materials

    2 people

  • 17

    Check the venue

  • 18

    Set up tables

    2 people

  • 19

    Set out chairs

    2 people

  • 20

    Connect the technical equipment

  • 21

    Lay out teaching materials

    2 people

  • 22

    Chill drinks

  • 23

    Set out coffee and tea

Event

  • 24

    Receive participants

    2 people

  • 25

    Register attendance

  • 26

    Explain the course program

  • 27

    Supervise the first class block

    2 people

  • 28

    Lead the break

    2 people

  • 29

    Refill drinks

  • 30

    Supervise the second lesson block

    2 people

  • 31

    Serve the meal

    3 people

  • 32

    Supervise the third class block

    2 people

  • 33

    Supervise practical assignment

    2 people

  • 34

    Moderate the Q&A

  • 35

    Hand out follow-up appointments

  • 36

    See participants off

    2 people

Aftercare

  • 37

    Collect waste

    2 people

  • 38

    Wash dishes

    2 people

  • 39

    Clear tables and chairs

    3 people

  • 40

    Switch off equipment

  • 41

    Clean the classroom

    2 people

  • 42

    Sort materials

  • 43

    Collect lost property

  • 44

    Clear away leftover catering

  • 45

    Return borrowed materials

  • 46

    Inform participants

What to bring

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

Furniture

  • Tablesqty 6
  • Chairsqty 28
  • Teacher's table
  • Coat rack

Equipment

  • Laptop
  • Projector
  • Projection screen
  • Speakersqty 2
  • HDMI cablesqty 2
  • Power stripsqty 3
  • Extension cordsqty 3
  • Presentation clicker

Course materials

  • Naturalization workbooksqty 25
  • Language dictionariesqty 6
  • Practice card setsqty 5
  • Course foldersqty 25
  • Attendance formsqty 3

Office

  • Notepadsqty 28
  • Ballpoint pensqty 35
  • Pencilsqty 30
  • Name badgesqty 30
  • Flip Chart Padqty 2
  • Whiteboard markersqty 3
  • Markersqty 2
  • Sticky notesqty 6
  • Tapeqty 3
  • Scissorsqty 6

Tableware

  • Mugsqty 30
  • Drinking glassesqty 30
  • Platesqty 30
  • Cutlery setsqty 30
  • Teaspoonsqty 30
  • Pitcherqty 3
  • Serving traysqty 3

Kitchen

  • Coffee makerqty 2
  • Kettlesqty 2
  • Thermos flasksqty 3
  • Small bowlsqty 6

Cleaning

  • Waste binsqty 3
  • Dishpan
  • Cleaning clothsqty 8
  • Broom
  • Dustpan and brush
  • Towelsqty 6

Catering

  • Groceries

Tips

  • Close registrations at least 7 days before the course starts. Use the final participant list to prepare name badges, attendance forms, course folders and enough workbooks, with a small buffer for late changes.
  • Confirm the classroom and teacher 10 to 14 days ahead. Check that tables, chairs, a teacher’s table and a coat rack are available before planning the room layout.
  • Test the laptop, projector, screen, speakers, HDMI cables and presentation clicker at least 24 hours before teaching. Bring power strips and extension cords; missing connections are a common last-minute delay.
  • Set up the room 60 minutes before participants arrive. Put teaching materials, notepads, pens, pencils and name badges on the tables, then check that every seat has a clear view of the screen or whiteboard.
  • Prepare coffee, tea, drinks and catering after dietary requirements are collected. Chill drinks and set out mugs, glasses and plates before registration starts, rather than interrupting the first lesson to arrange refreshments.

Frequently asked questions

How far in advance should I organise an integration course?
Start planning 4 to 6 weeks before the course date. Confirm the teacher and classroom first, then send invitations and allow at least 7 days to process registrations and dietary requirements.
When should I order integration course workbooks?
Order the workbooks as soon as registrations are reasonably stable, ideally 2 to 3 weeks before the course. Keep a small reserve because participant numbers can change after the initial list is prepared.
How much setup time does an integration course need?
Allow at least 60 minutes before participants arrive. This covers arranging tables and chairs, connecting technical equipment, laying out materials and checking the attendance list.
When should I test the presentation equipment?
Test it at least 24 hours in advance and repeat the check during room setup. Verify the laptop, projector, screen, speakers, HDMI connection, power supply and presentation clicker together.

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