How to organise a communication training day

A communication training day runs smoothly when the programme, people and room are prepared in that order. Start by booking a suitable training room and confirming the coaches, then build the participant list and manage registrations before ordering catering. In the final week, send the programme, collect dietary requirements and finish the presentation and worksheets. On the day, test the laptop, projector, microphone and cables before participants arrive, then set up registration, seating and training materials.

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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
Book training room
2
Confirm coaches
3
Create the participant list
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send program to attendees
8
Check training equipment
2 people
9
Complete the presentation
10
Print worksheets
11
Make name badges
12
Order catering
13
Do the shopping
2 people
14
Clean the room
2 people
15
Test the equipment
2 people
16
Chill drinks
2 people
17
Prepare snacks
3 people
18
Set up lunch
3 people
19
Set up tables and chairs
3 people
20
Set up the training layout
2 people
21
Lay out presentation materials
2 people
22
Lay out name badges
23
Set up registration desk
2 people

Event

24
Staff the reception desk
2 people
25
Register participants
2 people
26
Serve coffee and tea
2 people
27
Open the training session
28
Explain the learning goals
29
Facilitate introductions
2 people
30
Lead the listening exercise
2 people
31
Provide coffee break
3 people
32
Refill drinks
33
Lead the feedback exercise
2 people
34
Facilitate role-play exercises
3 people
35
Set up the dinner buffet
3 people
36
Serve dinner
3 people
37
Clear away dishes
2 people
38
Refill drinks
39
Practice presentation skills
2 people
40
Create personal action items
41
Moderate the Q&A
42
Close the training session
43
See participants off
2 people

Aftercare

44
Collect worksheets
2 people
45
Wash dishes
2 people
46
Pack leftovers
2 people
47
Collect waste
2 people
48
Clean the room
3 people
49
Put furniture back
3 people
50
Switch off the equipment
51
Store materials
2 people
52
Store leftover groceries
53
Send feedback form
54
Archive attendance list
55
Return borrowed materials
2 people
56
Take out general waste

What to bring

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

Furniture

Tablesqty 6
Chairsqty 30
Stoolsqty 4
Registration desk

Tableware

Coffee cupsqty 35
Drinking glassesqty 35
Platesqty 35
Cutlery setsqty 35
Serving traysqty 4
Pitcherqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless microphone
Bluetooth speaker
Coolersqty 2

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Cutting boardsqty 2
Kitchen knivesqty 3
Serving tongsqty 4

Training materials

Flip chartsqty 2
Flip chart paperqty 3
Whiteboard
Whiteboard markersqty 12
Notepadsqty 30
Ballpoint pensqty 35
Name badgesqty 35
Presentation clicker

Decorations

Tableclothsqty 6
Welcome sign

Cleaning

Waste binsqty 3
Cleaning clothsqty 8

Catering

Groceries

Tips

Book the room before sending invitations, and confirm that it has enough tables, chairs, power sockets and space for flip charts or a whiteboard. A room that fits the headcount may still be unsuitable for group exercises.
Set a registration deadline at least 7 days before the training. This gives you time to confirm attendance, collect dietary requirements, print name badges and order the right amount of catering.
Test the full presentation setup at least 60 minutes before arrival. Connect the laptop to the projector, check the HDMI cable, test the microphone and speaker, and keep extension cords and power strips available.
Prepare participant materials no later than the day before. Print the worksheets, prepare notepads and markers, and place presentation materials and name badges where the registration desk can be reached without blocking the entrance.
Plan food and drinks around the schedule rather than leaving them until the morning. Chill drinks, prepare snacks and set up lunch before the first session, with cups, glasses, plates, cutlery and serving trays ready for use.

Frequently asked questions

How far in advance should I organise communication training?: Start organising at least 4 to 6 weeks in advance. Book the room and coaches first, then allow 2 to 3 weeks for invitations, registrations and catering numbers.
When should I send invitations for communication training?: Send invitations about 3 weeks before the training date, with a registration deadline at least 7 days before the event. Use the final list to send the programme and prepare name badges and worksheets.
How early should I arrive to set up communication training?: Arrive at least 90 minutes before participants are due. Use the first 30 minutes for room layout and materials, then reserve 60 minutes to test the laptop, projector, microphone and presentation.
How much catering do I need for a communication training day?: Order catering for the confirmed participant list plus a small buffer of about 5 to 10 percent. Confirm dietary requirements before placing the order, ideally 7 days in advance, so meals and drinks can be adjusted.

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