How to organise a time management training session

Start by fixing the training date, venue and trainer before building the programme. Then open registrations, collect dietary and accessibility requirements, and keep one current participant list. In the final week, check the presentation, exercises, equipment and catering quantities together rather than separately. On the day, allow time to ventilate and set up the room, test the projector and laptop, and have handouts and name badges ready before participants arrive.

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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 training date
2
Reserve training venue
3
Confirm trainer
4
Create the program
5
Send invitations
6
Process registrations
7
Check registration form
8
Collect dietary requirements
9
Check accessibility
10
Update participant list
11
Send reminder
12
Order catering
13
Check training equipment
14
Print handouts
15
Prepare name badges
16
Review the presentation
17
Set out exercises
18
Do the shopping
2 people
19
Chill drinks
20
Check catering quantities
21
Confirm the venue and access
22
Charge equipment

Event

23
Open venue
2 people
24
Ventilate room
25
Set up tables
2 people
26
Set up chairs
2 people
27
Set up the presentation screen
28
Connect laptop and projector
29
Test the equipment
2 people
30
Set up the reception table
31
Set up coffee station
32
Lay out worktops
33
Register participants
2 people
34
Hand out name badges
35
Welcome participants
36
Open the training session
37
Explain the learning goals
38
Supervise the timing exercise
39
Lead the prioritization exercise
40
Serve coffee break
2 people
41
Refill drinks
42
Explain planning techniques
43
Create personal schedule
44
Set up lunch buffet
2 people
45
Serve dinner
3 people
46
Refill the dinner buffet
2 people
47
Collect tableware
2 people
48
Practice delegating and setting boundaries
49
Discuss limiting distractions
50
Create a personal action plan
51
Handle questions and cases
52
Distribute evaluation forms
53
Collect evaluation forms
54
Hand out certificates
55
Close the training session
56
See participants off
2 people

Aftercare

57
Collect materials
2 people
58
Remove waste
2 people
59
Wash dishes
2 people
60
Clean coffee station
61
Clean the room
2 people
62
Switch off the equipment
63
Lock up the venue
64
Inventory Leftovers
65
Return materials
2 people
66
Thank participants
67
Send certificates digitally
68
Share action plans digitally

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
HDMI adapterqty 2
Extension cordsqty 3
Power stripsqty 3
Presentation clicker
Wireless speaker
Microphone
Charging cablesqty 3

Tableware

Coffee cupsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving spoonsqty 6
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 3
Serving traysqty 4

Catering

Groceries

Training

Worksheetsqty 40
Action plan cardsqty 40
Evaluation formsqty 40
Certificatesqty 40
Training foldersqty 40
Pensqty 50
Pencilsqty 40
Eraserqty 40
Markersqty 20
Sticky notesqty 20
A4 paperqty 500
Flipchart padsqty 3
Flipchart markersqty 12
Name badgesqty 40
Badge holdersqty 40
Tapeqty 3
Painter's tapeqty 2
Whiteboard
Whiteboard markersqty 6
Wipersqty 2

Cleaning

Dustpan and brushqty 2
Trash binsqty 4
Microfiber clothsqty 8
Mop
Bucket

Tips

Confirm the venue, trainer and access arrangements before sending invitations. A programme is difficult to change once registrations and catering numbers are already in motion.
Close or review registrations early enough to update catering quantities and the participant list. Check the registration form for missing dietary requirements and accessibility information instead of guessing.
Test the full presentation setup before the session, including the laptop, projector, screen, HDMI cable, adapter, clicker, microphone and extension cords. A spare adapter or charging cable is easy to overlook.
Prepare worksheets, exercises and name badges in advance and place them where participants will use them. Printing and sorting 1–2 days before the training leaves time to correct missing pages.
Send the reminder close to the training date with the start time, venue access details and any practical instructions. Chill drinks, check coffee supplies and verify catering quantities before opening the venue.

Frequently asked questions

How far in advance should I organise time management training?: Fix the date, venue and trainer at least 4–6 weeks before the session. Open registrations soon afterwards so you have enough time to confirm numbers, dietary requirements and accessibility needs.
When should I send a reminder for time management training?: Send the main reminder 2–3 days before the training. Use the final participant list and include the start time, venue access information and anything attendees need to bring.
When should I order catering for a training session?: Order catering after registrations have been reviewed and dietary requirements collected, usually 5–7 days before the session. Recheck the quantity against the latest participant list the day before.
How early should I set up the training room?: Open the venue at least 60–90 minutes before participants arrive. This gives you time to ventilate the room, arrange tables and chairs, set up reception, test equipment and place handouts and name badges.

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