How to organise an exam prep day

Start an exam prep day with the date, timetable and venue, then confirm the teachers and supervisors before inviting participants. Once registrations come in, collect dietary requirements and send the final programme, route and practical details. In the final week, prepare the learning and exam materials, check every presentation and print the documents you need. On the day, allow time to ventilate the rooms, arrange the furniture, test the projector and set out materials, coffee and tea before anyone arrives.

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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
Set the date and program
2
Reserve training venue
3
Confirm teachers and supervisors
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Update participant list
8
Email the program and route
9
Select practice materials
2 people
10
Check presentations
2 people
11
Print exam materials
2 people
12
Sort worktops
2 people
13
Prepare name badges
14
Do the shopping
2 people
15
Chill drinks
16
Print participant list
17
Prepare presentation folder
18
Open venue
2 people
19
Ventilate the rooms
20
Set up tables
3 people
21
Set up chairs
2 people
22
Set up projector and screen
2 people
23
Test the equipment
2 people
24
Place learning materials at each table
2 people
25
Set out coffee and tea
2 people
26
Set up the reception desk

Event

27
Register participants
2 people
28
Explain the program
29
Guide the first training block
3 people
30
Serve break snacks
2 people
31
Refill drinks
32
Lead second training block
3 people
33
Serve dinner
3 people
34
Collect tableware
2 people
35
Guide the third training block
3 people
36
Administer practice test
3 people
37
Review the answers
3 people
38
Discuss questions and exam schedule
2 people
39
See participants off
2 people

Aftercare

40
Gather teaching materials
2 people
41
Clear tables and chairs
3 people
42
Wash dishes
2 people
43
Switch off equipment
44
Collect waste
2 people
45
Clean rooms
3 people
46
Retrieve supplies
47
Lock up the venue
2 people
48
Return leftover materials
49
Share recordings and presentations
50
Register attendance

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Reception desk
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Presentation clicker
Digital timer

Writing supplies

Ballpoint pensqty 45
Pencilsqty 40
Erasersqty 35
Sharpenersqty 10
Markersqty 20
Notepadsqty 35
Flip chart padqty 2
Whiteboard markersqty 12
Paper foldersqty 35
Exam formsqty 80
Worksheetsqty 120
Name badgesqty 40
Pen holdersqty 8

Tableware

Coffee cupsqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Coffee potsqty 3
Water jugsqty 5
Serving plattersqty 6
Serving spoonsqty 6

Kitchen

Kettleqty 2
Thermos bottlesqty 4
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Decorations

Welcome sign
Directional signsqty 5

Cleaning

Cleaning bucketqty 2
Floor mopsqty 2
Broomqty 2
Dustpan and brushqty 2
Microfiber clothsqty 12

Catering

Groceries

Tips

Set the programme before sending invitations. Include start and finish times, breaks, the venue route and what participants should bring, then send the final version at least 3 days before the session.
Close registration 5 to 7 days before exam prep. Use the final participant list to check dietary requirements, print name badges and prepare the right number of folders, worksheets and exam forms.
Test the presentation setup while the room is still empty. Check the laptop, projector, screen, HDMI cable, extension cords, power strips and presentation clicker at least 60 minutes before the first session.
Prepare one complete materials set per participant, plus at least 5 spare sets. Put pens, pencils, erasers, sharpeners, notepads and the relevant learning materials at each table rather than distributing them during the session.
Build in 45 to 60 minutes for room setup and ventilation. Arrange tables and chairs first, then place the reception desk, waste bins, name badges and refreshments so registration does not interfere with the opening instructions.

Frequently asked questions

How far in advance should I organise an exam prep day?: Book the training venue and confirm teachers or supervisors at least 4 weeks ahead. Send invitations about 3 weeks before the session and close registrations 5 to 7 days before it.
When should I send the exam prep programme to participants?: Send the programme and route when invitations go out, then send a confirmed version at least 3 days before the event. Include the timetable, breaks, arrival instructions and any required materials.
How much time do I need to set up an exam prep room?: Allow 45 to 60 minutes before participants arrive. This covers ventilation, tables and chairs, learning materials, name badges, refreshments and a full test of the laptop, projector and presentation.
How many spare exam materials should I prepare?: Prepare one complete set for every registered participant and at least 5 spare sets. Print the participant list after registration closes so the number of folders, worksheets and exam forms matches the final attendance.

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