How to organise an exam prep training day

A useful exam prep training day depends on more than booking a room and finding coaches. Set the programme first, then work backwards through registrations, practice materials, room setup and refreshments. Build in time to check answer templates, test the presentation equipment and prepare the registration desk before participants arrive. The usual problems are late confirmations, missing dietary information and not enough time to print or arrange worksheets.

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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 people
2
Reserve a study room
3
Confirm coaches and supervisors
2 people
4
Collect practice materials
2 people
5
Send invitations
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Check participant list
10
Send program to attendees
11
Select test questions
2 people
12
Check answer templates
2 people
13
Print worksheets
14
Make name badges
15
Do the shopping
2 people
16
Chill drinks
17
Test presentation
2 people

Event

18
Open room
2 people
19
Set up tables
3 people
20
Set out chairs
3 people
21
Connect presentation equipment
2 people
22
Lay out worktops
2 people
23
Set out coffee and tea
2 people
24
Set up registration desk
25
Receive participants
2 people
26
Explain the program
27
Cover the exam material
2 people
28
Refill break drinks
29
Serve snack breaks
2 people
30
Hand out practice test
2 people
31
Guide practice test
3 people
32
Review the answers
2 people
33
Serve dinner
3 people
34
Refill drinks
35
Guide advanced assignments
3 people
36
Answer individual questions
3 people
37
Hold a final Q&A round
2 people
38
Hand out tips and a summary
2 people
39
See participants off
2 people

Aftercare

40
Collect materials
3 people
41
Sort waste
2 people
42
Wash dishes
2 people
43
Put tables and chairs back
3 people
44
Clean the room
2 people
45
Switch off the equipment
46
Chill leftover food
47
Return borrowed materials
48
Share participant materials digitally

What to bring

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

Furniture

Tablesqty 10
Chairsqty 45
Registration desk
Trainer tableqty 2

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cableqty 2
Power stripsqty 4
Extension cordsqty 4
Flip chart
Flipchart markersqty 2
Presentation remote

Tableware

Coffee cupsqty 45
Drinking glassesqty 45
Platesqty 45
Cutlery setsqty 45

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Serving spoonsqty 4
Cutting boardsqty 2
Knivesqty 4
Serving traysqty 6
Food containersqty 6

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning bucketsqty 2
Broom and dustpanqty 2
Mopqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Set the date, programme and session lengths before inviting anyone. Allow at least 30 minutes between major blocks for questions, room changes or a delayed start.
Confirm coaches and supervisors before opening registration, then keep a simple participant list with dietary requirements. Check it again 48 hours before the training.
Choose the practice questions and check the answer templates before printing worksheets. Print at least one spare copy per session and keep the materials grouped by activity.
Prepare the room in a fixed order: tables and chairs first, then worktops, presentation equipment and the registration desk. Test the laptop, projector, HDMI cable and presentation remote at least 60 minutes before opening.
Arrange coffee, tea, chilled drinks and food containers before participants arrive. Set out cups, glasses, plates and cutlery, and keep waste bins and cleaning supplies accessible so breaks do not disrupt the training.

Frequently asked questions

How far in advance should I organise exam prep training?: Start planning at least 4 weeks ahead. Confirm the room, coaches and supervisors first, then open registration early enough to collect dietary requirements and print the correct number of worksheets.
When should I send the programme to exam prep participants?: Send the programme 5 to 7 days before the training. Include the arrival time, room details, session order, break times and anything participants need to bring.
How early should I set up the exam prep training room?: Open the room at least 60 minutes before participant arrival. Use the first 30 minutes for tables, chairs and worktops, then test the laptop, projector, HDMI connection and presentation remote.
How many spare worksheets should I print for exam prep training?: Print one spare copy per session, plus two additional copies for unexpected registrations or damaged pages. Finalise the participant list 48 hours before printing so you do not rely on estimates.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.