How to organise a team training day

Start by fixing the date, location and training goal before inviting anyone. Then build the programme around the available coaches, supervisors and training space, leaving time for registration, breaks and team-building exercises. Participant numbers affect the room layout, catering, name badges and equipment, so process registrations before placing final orders. The day before, check the technology, materials, drinks and dietary requirements rather than trying to solve missing items when participants arrive.

Organize this event for free with Lizzt

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
Create training program
2 people
3
Confirm coaches and supervisors
4
Send invitations
5
Process registrations
6
Collect dietary requirements
7
Send the program and route
8
Book training room
9
Order catering
10
Check the shopping list
11
Check training materials
2 people
12
Print worksheets
13
Make name badges
14
Do the shopping
2 people
15
Chill drinks
16
Prepare snacks
2 people

Event

17
Open venue
2 people
18
Ventilate the rooms
19
Set up tables and chairs
3 people
20
Lay out training materials
2 people
21
Set up registration desk
22
Set out coffee and tea
2 people
23
Receive participants
2 people
24
Explain the program
25
Lead team-building exercises
3 people
26
Serve drinks and fruit during the break
2 people
27
Refill drinks
28
Facilitate the reflection task
2 people
29
Set up the dinner buffet
3 people
30
Serve dinner
3 people
31
Collect tableware and cutlery
2 people
32
Lead an in-depth team session
3 people
33
Serve evening snacks
2 people
34
Record action items
35
Deliver closing remarks and thanks

Aftercare

36
Collect materials
3 people
37
Sort and remove waste
2 people
38
Wash dishes
2 people
39
Clean the room
3 people
40
Put furniture back
3 people
41
Return borrowed materials
42
Send participant information

What to bring

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

Furniture

Chairsqty 24
Tablesqty 6
Buffet tableqty 2
Registration desk
Coat racksqty 2

Sports equipment

Training matsqty 20
Conesqty 20
Hoopsqty 8
Soft ballsqty 8
Elastic bandsqty 12
Blindfoldsqty 12

Equipment

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

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 3

Tableware

Glassesqty 30
Coffee cupsqty 30
Platesqty 30
Cutlery setsqty 30
Serving spoonsqty 6

Decorations

Name badge holdersqty 24
Flip chart sheetsqty 30
Markersqty 24
Sticky notesqty 12
Pensqty 30
A4 notepadsqty 24

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2

Catering

Groceries

Tips

Set the programme before sending invitations. Include the start and finish time, registration period, breaks, practical exercises and travel instructions so participants know what to expect.
Close registrations early enough to order catering and prepare name badges. Use the final participant count to plan chairs, tables, worksheets, drinks and dietary alternatives.
Test the laptop, projector, screen, HDMI cable, speaker and extension cords in the training room at least one day before the session. Pack a backup cable if the presentation depends on it.
Prepare the room in a fixed sequence: ventilate first, arrange tables and chairs, set out training materials, then prepare the registration desk and refreshments. This prevents equipment and paperwork from being moved repeatedly.
Set up coffee, tea, chilled drinks and snacks before participants arrive, but keep the registration desk separate from the buffet. Put name badges where people can find them quickly and allow at least 15 minutes for arrivals.

Frequently asked questions

How far in advance should I organise team training?: Fix the date, room and coaches at least 4 to 6 weeks ahead. Send invitations once the programme and route are clear, then close registrations early enough to confirm catering and dietary requirements.
How long should a team training day be?: Plan around 6 to 8 hours on site, including registration, breaks, exercises and lunch. Add at least 15 minutes at the start for arrivals and another 10 to 15 minutes between activities when the group must change rooms or collect equipment.
How much catering do I need for team training?: Order one lunch portion per registered participant, plus a small buffer of about 5% if numbers may change. Provide coffee, tea, water and snacks for the full programme, and confirm dietary requirements before placing the final order.
When should I set up the training room?: Open and ventilate the venue at least 60 minutes before registration. Finish the tables, chairs, equipment, worksheets, name badges and refreshments 15 to 20 minutes before participants are due to arrive.

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.