How to organise a feedback training session

Start by fixing the date, venue and participant list, then work backwards from the learning goals. Build the programme around practice, not just slides: participants need clear case studies, worksheets and time to give and receive feedback. Confirm registrations and dietary requirements before ordering catering. In the final week, check the room, test the laptop and projector, and prepare the coffee break so the session can start on time.

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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
Confirm date and location
2
Compile the participant list
3
Send invitations
4
Process registrations
5
Collect dietary requirements
6
Confirm registrations
7
Set training goals
2 people
8
Develop training program
2 people
9
Prepare practice case studies
2 people
10
Prepare presentation and worksheets
11
Order catering
12
Check supplies
2 people
13
Test the equipment
2 people
14
Send participant information
15
Do the shopping
2 people
16
Check the venue
2 people
17
Unpack groceries
2 people
18
Set out coffee and tea
2 people
19
Chill drinks
2 people
20
Set up tables and chairs
3 people
21
Lay out training materials
2 people
22
Connect the presentation
2 people
23
Set up coffee break and dinner buffet
3 people
24
Set up the reception table

Event

25
Receive participants
2 people
26
Register attendance
27
Serve coffee and tea
2 people
28
Explain the training goals
29
Explain feedback principles
30
Lead the first feedback exercise
2 people
31
Refill break drinks
32
Serve snack breaks
2 people
33
Lead the second feedback session
2 people
34
Discuss the exercises
2 people
35
Open the dinner buffet
2 people
36
Serve dinner
3 people
37
Refill the dinner buffet
2 people
38
Collect dishes and glasses
2 people
39
Facilitate role-play exercises
2 people
40
Refill drinks
41
Create personal action items
42
Moderate the Q&A
43
Thank participants
44
Complete materials handout

Aftercare

45
Collect waste
2 people
46
Wash dishes
2 people
47
Clear tables and chairs
3 people
48
Clean the room
2 people
49
Switch off the equipment
50
Pack up materials
2 people
51
Return borrowed items
52
Send a thank-you gift to participants
53
Share training materials digitally
54
Email action items to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Buffet tableqty 2
Reception desk

Tableware

Dinner platesqty 24
Breakfast platesqty 24
Coffee cupsqty 24
Water glassesqty 30
Wine glassesqty 24
Knivesqty 24
Forksqty 24
Spoonsqty 24

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermos flasksqty 4
Serving plattersqty 8
Serving spoonsqty 6
Cutting boardsqty 3
Bread knivesqty 2
Coolersqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Training

Work blocksqty 24
Ballpoint pensqty 30
Markersqty 12
Flip chart
Flip chart paperqty 2
Sticky notesqty 12
Tapeqty 3
Name badgesqty 24
Envelopesqty 24
Feedback formsqty 24

Cleaning

Waste binsqty 4

Catering

Groceries

Tips

Set the learning goals before writing the programme. Limit the session to two or three main skills so the practice cases and worksheets reinforce the same outcome.
Send participant information at least 5 days before the training. Include the start time, location, preparation required and any practical details they need on arrival.
Plan practice blocks of 30 to 45 minutes. Shorter rounds make it easier to rotate roles and leave time for group reflection after each case.
Test the laptop, projector, screen, HDMI cable, speaker and power strips at the venue at least 1 day before the session. Bring a backup copy of the presentation on a second device or USB drive.
Set up the reception table, training materials and coffee station before participants arrive. Allow 30 minutes for arranging tables and chairs, chilling drinks and laying out pens and markers.

Frequently asked questions

How far in advance should I organise feedback training?: Fix the date and venue at least 4 weeks ahead, especially if you need catering or a specific room layout. Send invitations around 3 weeks before the session and confirm registrations during the final week.
How long should a feedback training session last?: Allow 3 to 6 hours, depending on the number of practice rounds and breaks. A half-day session usually fits one short introduction, two 30- to 45-minute practice blocks and a final review.
How many participants should attend feedback training?: Aim for 8 to 16 participants for interactive practice. Groups larger than 16 need additional facilitators or parallel practice tables so nobody spends more than 10 to 15 minutes waiting.
When should I test the equipment for feedback training?: Test the presentation setup at least 1 day before the training and check it again when you enter the room. Allow 15 minutes before the start for reconnecting the laptop and adjusting the projection.

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