How to organise a communication training session

Organising communication training involves more than booking a room and preparing slides. Start by fixing the participant list and dietary requirements, then build the programme around registration, exercises and breaks. Book the room and catering early, and send attendees the final programme before the day. On site, allow enough time to arrange tables, chairs, worksheets and presentation equipment before participants arrive.

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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
Keep track of the participant list
4
Collect dietary requirements
5
Send program to attendees
6
Book training room
7
Order catering
8
Prepare presentation
9
Print worksheets
10
Make name badges
11
Set out practice materials
2 people
12
Test the equipment
2 people
13
Do the shopping
14
Chill drinks
15
Open room
16
Set up tables
2 people
17
Set out chairs
2 people
18
Connect presentation screen
19
Lay out worksheets
20
Set up the reception table

Event

21
Receive participants
2 people
22
Register attendance
23
Serve coffee and tea
2 people
24
Handle the introduction
25
Lead the listening exercise
26
Serve break snacks
2 people
27
Refill drinks
28
Lead the feedback exercise
29
Set up the dinner buffet
2 people
30
Serve dinner buffet
2 people
31
Facilitate role-play exercises
32
Create personal action plans
33
Moderate the Q&A
34
Hand out certificates
35
See participants off
2 people

Aftercare

36
Collect tableware
2 people
37
Sort waste
38
Wash dishes
2 people
39
Clean the room
2 people
40
Switch off the equipment
41
Put furniture back
2 people
42
Check for left-behind items
43
Send participant email
44
Archive photo and presentation materials
45
Return borrowed materials

What to bring

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

Furniture

Training chairsqty 24
Tablesqty 6
Reception desk
Buffet tableqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordqty 2
Power stripqty 2
Portable speaker
Wireless microphone

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Dinner platesqty 25
Dessert platesqty 25
Knivesqty 25
Forksqty 25
Spoonsqty 25

Kitchen

Coffee maker
Kettle
Thermosqty 3
Cutting boardqty 2
Bread knife
Serving plattersqty 6
Serving utensilsqty 6
Cool boxqty 2
Food containersqty 6

Training materials

Flip chartqty 2
Flip chart sheetsqty 30
Markersqty 24
Ballpoint pensqty 30
Notepadsqty 24
Worksheetsqty 24
Name badgesqty 24
Badge holdersqty 24
Role-play cardsqty 24
Certificatesqty 24

Decorations

Tableclothsqty 6
Pen holdersqty 6

Cleaning

Waste binsqty 4
Dish brushqty 2
Bucketsqty 2

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Close registration at least 3–5 days before the session so you can confirm numbers, dietary requirements, catering quantities and name badges without last-minute changes.
Send the programme and practical arrival details at least 2 days in advance. Include the start time, registration process, breaks and anything participants need to bring.
Arrive 60–90 minutes early to open the room, arrange the tables and chairs, prepare the reception and buffet tables, and lay out worksheets and practice materials.
Test the laptop, projector, screen, HDMI cable, extension cord, power strip, speaker and wireless microphone before participants arrive. Keep a backup connection or printed presentation available.
Prepare coffee, tea and chilled drinks before registration begins, but serve hot drinks in batches during the breaks so they do not sit out for the entire training day.

Frequently asked questions

How far in advance should I organise communication training?: Book the training room and catering 2–4 weeks ahead when possible. Finalise registrations and dietary requirements 3–5 days before the session, then send the confirmed programme.
How early should I arrive for a communication training session?: Plan to arrive 60–90 minutes before participants. This gives you time to set out chairs, tables, worksheets and name badges, prepare refreshments, and test the presentation equipment.
How many worksheets should I print for communication training?: Print one complete set per registered participant, plus 5–10% extra. For 20 participants, prepare at least 21 or 22 sets so late registrations or damaged pages do not interrupt the session.
When should I check dietary requirements for training catering?: Ask for dietary requirements during registration and confirm the list 3–5 days before the training. Give the final numbers and requirements to the caterer when you place or confirm the order.

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