How to organise a leadership training day

A leadership training day needs more than a good programme. You have to align the coaches, participant list and registration details early, then turn the plan into practical activities and usable materials. The final week is mainly about checking access, dietary requirements, presentation equipment and room layout. This guide follows a workable order, from confirming the date and room to testing the projector, arranging materials by group and welcoming participants.

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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
Reserve a room
3
Confirm coaches
4
Create training program
2 people
5
Compile the participant list
6
Send invitations
7
Open the registration form
8
Process registrations
9
Collect dietary requirements
10
Collect training materials
2 people
11
Prepare activities
2 people
12
Check the presentation
13
Print worksheets
14
Prepare name badges
15
Create the attendance list
16
Distribute materials by group
2 people
17
Remind participants
18
Do the shopping
2 people
19
Arrange keys and access
20
Check the equipment
21
Clean the room
2 people
22
Set up tables and chairs
3 people
23
Lay out training materials
2 people
24
Set up projector and screen
2 people
25
Test presentation and sound
2 people
26
Set up the reception table
27
Chill drinks
2 people
28
Set up coffee and tea station
2 people
29
Prepare the dinner buffet
3 people

Event

30
Receive participants
2 people
31
Register attendance
32
Hand out name badges
33
Distribute training materials
2 people
34
Deliver the opening and introduction
2 people
35
Assist training activities
3 people
36
Set out break drinks and snacks
2 people
37
Refill drinks
38
Set up the dinner buffet
3 people
39
Serve dinner
3 people
40
Collect tableware and waste
2 people
41
Support the evening program
3 people
42
Hand out feedback forms
43
Handle the closing
2 people

Aftercare

44
Clear tables and chairs
3 people
45
Wash dishes
2 people
46
Sort and take out waste
2 people
47
Clean the room
2 people
48
Pack equipment and materials
2 people
49
Return borrowed items
50
Process attendance and feedback
51
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Coat racksqty 2
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 2
Power stripsqty 4
Portable speaker

Office

Flip chartqty 2
Flip chart paperqty 2
Whiteboard
Whiteboard markersqty 8
Pensqty 30
Notepadsqty 24
Sticky notesqty 12
Foldersqty 24
Name badge holdersqty 24
Paper signageqty 8

Catering

Coffee thermosesqty 3
Water jugsqty 4
Serving traysqty 4
Groceries

Tableware

Platesqty 30
Bowlsqty 30
Mugsqty 30
Drinking glassesqty 30
Cutlery setsqty 30

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6
Coolersqty 2

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning clothsqty 8
Mop

Tips

Confirm the coaches and training programme before opening registration. This gives participants accurate information and leaves time to adjust the schedule before invitations go out.
Close registrations early enough to process the list and collect dietary requirements. A deadline at least 7 days before the training gives you time to prepare badges, attendance records and catering quantities.
Prepare activities and training materials by group, not just in one central pile. Set out folders, worksheets, pens, notepads and sticky notes together so each table can start without delays.
Test the laptop, projector, screen, HDMI cable, speaker and power supply before participants arrive. Do a full presentation and sound check at least 1 day in advance, then keep extension cords and power strips available on site.
Plan the room setup around the training format. Arrange tables and chairs before arrival, place the flip chart or whiteboard where everyone can see it, and prepare coffee, water, mugs and glasses before the first session.

Frequently asked questions

How far in advance should I organise leadership training?: Start at least 6 weeks before the training date. Confirm the room and coaches first, then allow 3 to 4 weeks for invitations and registrations, followed by a final week for materials, catering and access checks.
When should leadership training registrations close?: Close registration at least 7 days before the event. That gives you time to process the participant list, collect dietary requirements, print name badges and attendance sheets, and distribute materials by group.
How do I prepare a room for leadership training?: Set up the tables and chairs at least 60 minutes before participants arrive. Use the remaining time to place materials, check the flip chart or whiteboard, connect the projector and screen, and test the presentation and sound.
What equipment do I need to check before leadership training?: Check the laptop, projector, projection screen, HDMI cable, extension cords, power strips and portable speaker. Test the complete presentation at least 1 day beforehand and repeat a short connection check on the morning of the training.

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