How to organize a German language course

Organizing a German language course involves more than booking a teacher and printing workbooks. Start by fixing the course format, venue and participant capacity, then build the schedule around the lesson program. Registrations, dietary requirements and route information need deadlines so they do not become last-minute tasks. On the day, allow enough time to test the presentation, arrange the classroom and prepare coffee, tea and reception 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
Reserve venue
2
Book teacher
3
Prepare the lesson program
4
Order workbooks
5
Send invitations
6
Process registrations
7
Keep track of the participant list
8
Collect dietary requirements
9
Send route information
10
Prepare presentation
11
Print handouts
12
Make name badges
13
Sort teaching materials
14
Do the shopping
2 people
15
Prepare catering
2 people
16
Chill drinks
17
Open the venue
18
Set up tables
2 people
19
Set out chairs
2 people
20
Connect the technical equipment
21
Test presentation
22
Prepare workbooks
23
Set out coffee and tea
2 people
24
Prepare reception

Event

25
Receive participants
2 people
26
Register attendance
27
Give course introduction
28
Teach German lessons
29
Serve coffee break
2 people
30
Refill drinks
31
Lead the German exercises
32
Serve dinner
3 people
33
Clear away dishes
2 people
34
Support the speaking assignment
35
Restock break drinks
36
Handle the test and closing
37
See participants off
2 people

Aftercare

38
Gather teaching materials
39
Clear tables and chairs
2 people
40
Wash dishes
2 people
41
Collect waste
42
Clean the room
2 people
43
Disconnect equipment
44
Lock up the venue
45
Return materials
46
Send follow-up message to participants

What to bring

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

Furniture

Chairsqty 22
Tablesqty 6
Teacher's table
Coat rack

Equipment

Laptop
Projector
Projection screen
Extension cordsqty 3
Power stripsqty 3
Coffee maker
Kettle
Coolersqty 2

Kitchen

Thermos flasksqty 3
Water jugsqty 3
Serving traysqty 4
Small bowlsqty 6

Tableware

Coffee cupsqty 24
Drinking glassesqty 24
Platesqty 24
Cutlery setsqty 24

Course materials

German workbooksqty 22
German dictionariesqty 6
Whiteboard
Flip chart
Whiteboard markersqty 8
Flipchart markersqty 8
Notepadsqty 22
Ballpoint pensqty 25
Name badgesqty 22
Printed handoutsqty 22

Cleaning

Bucket
Mop
Broom
Dustpan and brush
Vacuum cleaner
Reusable dish towelsqty 6

Catering

Groceries

Tips

Set the participant limit before sending invitations. This determines how many workbooks, chairs, name badges and handouts you need, and whether the room layout will work.
Book the teacher and venue before publishing the course details. Confirm the teaching hours, equipment available and access time at least two to three weeks before the first lesson.
Close registrations several days before the course starts. Use the final participant list to prepare name badges, workbooks, dietary information and any printed handouts.
Test the laptop, projector, projection screen and presentation while the room is set up. Do this before participants arrive, with extension cords and power strips already in place.
Prepare drinks and reception supplies before opening the venue. Set out coffee cups, drinking glasses, water jugs and serving trays, while keeping chilled drinks ready for breaks.

Frequently asked questions

How far in advance should I organize a German language course?: Start planning at least four to six weeks before the first lesson. Book the venue and teacher first, then allow time for invitations, registrations, workbooks and printed materials.
When should registrations close for a German language course?: Close registrations three to five days before the course begins. That gives you time to confirm the participant list, prepare name badges and order or sort the correct number of workbooks.
How many workbooks and handouts do I need?: Prepare one workbook, notepad and pen for every registered participant, plus two extra sets for late changes or damaged materials. Print handouts for the final participant count and keep a few spare copies.
How early should I arrive to set up the classroom?: Open the venue at least 60 to 90 minutes before participants arrive. Use that time to arrange tables and chairs, connect and test the technical equipment, prepare teaching materials and set out coffee and tea.

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