How to organise an open training session

An open training session needs more than a coach and a reserved field. Start by publishing the training times and opening registration, then use the final week to confirm numbers, dietary requirements, trainers and the venue. On the day, separate participant arrival from the training setup: prepare the registration desk, mark the fields and test the microphone before people arrive. This order prevents the most common delays, such as missing equipment, unclear group assignments and last-minute catering changes.

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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
Open registrations
3
Publish training times
4
Process registrations
5
Collect dietary requirements
6
Update participant list
7
Confirm field reservation
8
Assign trainers
9
Develop training program
2 people
10
Check the weather forecast
11
Remind participants
12
Do the shopping
2 people
13
Check sports equipment
2 people
14
Charge batteries
15
Print participant forms
16
Prepare materials
2 people
17
Chill drinks
18
Prepare snacks
2 people
19
Set up tables and chairs
3 people
20
Set up registration desk
21
Set up training fields
3 people
22
Hang decorations
2 people
23
Test audio and microphone
2 people
24
Give trainer briefing
3 people

Event

25
Receive participants
3 people
26
Register attendance
2 people
27
Divide the training groups
2 people
28
Give the opening briefing
29
Lead the warm-up
3 people
30
Lead technical training
4 people
31
Support form groups
4 people
32
Distribute water and fruit
2 people
33
Refill drinks
34
Serve snacks
2 people
35
Answer participants' questions
2 people
36
Guide the photo moment
37
Give closing remarks and thanks

Aftercare

38
Gather sports equipment
3 people
39
Clear tables and chairs
3 people
40
Wash dishes
2 people
41
Collect waste
2 people
42
Clean the cafeteria
2 people
43
Inspect the sports fields
2 people
44
Empty the coolers
45
Store leftover food
46
Return materials
2 people
47
Return deposit materials

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Party tentsqty 2
Coat racksqty 2

Sports equipment

Training ballsqty 20
Conesqty 60
Marker discsqty 40
Vestsqty 40
Mini goalsqty 4
Coordination laddersqty 4
Training matsqty 12
Elastic bandsqty 12
Ball netsqty 4
Whistlesqty 6
Stopwatchesqty 4
Pumpsqty 3
Spare ballsqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Scissorsqty 4
Cutting boardsqty 3
Knivesqty 6

Equipment

Portable speaker
Wireless microphone

Lighting

LED lampsqty 6
Extension cordsqty 4

Administration

Clipboardsqty 4
Pensqty 20
Participant formsqty 80
Name stickersqty 80
Permanent markersqty 6

Safety

First aid kit
Ice packsqty 6
Safety vestsqty 6

Cleaning

Waste binsqty 6
Broomqty 2
Dustpanqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Open registration before sending the final invitation, and keep one up-to-date participant list. Close or review registrations early enough to assign trainers and prepare participant forms.
Confirm the field reservation and check the weather at least 48 hours before the session. If rain is likely, decide in advance where tents, tables and equipment will go instead of improvising on arrival.
Count sports equipment by training group, not just as one total. Check balls, cones, marker discs, bibs, mini goals and pumps, and keep reserve balls ready before the first participant arrives.
Set up the registration desk at least 45 minutes before the published start time. Put forms, pens and the participant list there, while drinks, cups and snacks are prepared separately so arrivals do not block check-in.
Brief trainers before participants enter the field and test the portable speaker and wireless microphone at the actual training position. Charge batteries beforehand and keep a stopwatch and whistle with each trainer who needs one.

Frequently asked questions

How far in advance should I organise an open training session?: Open registration and publish the training times at least 2 to 3 weeks in advance. Confirm the field, trainers and expected attendance no later than 7 days before the session.
How early should participants arrive for an open training session?: Ask participants to arrive 15 minutes before the published start time. Set up the registration desk 45 minutes beforehand so check-in, forms and questions do not delay the training.
How many trainers do I need for an open training session?: Plan the trainer team around the number of groups and the activities in the programme. Finalise assignments at least 7 days before the event, then brief every trainer before participants arrive.
What should I check the day before an open training session?: Check the weather, field reservation, participant list and dietary requirements 24 hours before the session. Also inspect the sports equipment, charge batteries and prepare drinks, snacks and printed forms.

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