How to organize a programming course

Start by fixing the learning outcome, not the timetable. Turn that outcome into modules, exercises and tested code examples, then confirm the teacher, assistant, venue and equipment before inviting participants. Registrations and software checks need to happen early because laptop access, accounts and dietary requirements are easy to leave until the last week. Use the final days for a full technical rehearsal and room setup, including chargers, presentation connections, worksheets and refreshments.

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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
Record learning objectives
2
Develop program and modules
3
Select exercises and assignments
4
Prepare teaching materials
5
Prepare starter code
6
Test code examples
7
Reserve venue
8
Record teacher and assistant
9
Send invitations
10
Process registrations
11
Update participant list
12
Collect dietary requirements
13
Send participant information
14
Check software requirements
15
Configure laptops
2 people
16
Test accounts and files
2 people
17
Test Wi-Fi and network
18
Print worksheets and certificates
19
Prepare name badges
20
Do the shopping
2 people
21
Chill drinks
22
Prepare snacks and sandwiches
2 people
23
Set up tables and chairs
3 people
24
Set out laptops and chargers
2 people
25
Connect presentation screen
26
Distribute teaching materials per table
2 people
27
Set up the coffee and tea station
28
Set up the registration table

Event

29
Receive participants
2 people
30
Hand out name badges
31
Open course and safety rules
32
Give the introductory module
33
Guide the programming exercise
2 people
34
Serve coffee break
2 people
35
Refill drinks
36
Give the advanced module
37
Set up the evening meal
2 people
38
Serve dinner
2 people
39
Supervise practical assignment
2 people
40
Moderate the Q&A
41
Discuss final assignment
2 people
42
Hand out certificates
43
Check out participants

Aftercare

44
Shut down and collect laptops
2 people
45
Collect waste
2 people
46
Wash dishes
2 people
47
Clear tables and chairs
3 people
48
Return equipment
2 people
49
Clean the room
2 people
50
Store leftover materials
51
Archive work files

What to bring

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

Furniture

Tablesqty 7
Chairsqty 28
Registration desk

Equipment

Laptopsqty 25
Laptop chargersqty 25
Backup laptopsqty 2
Presentation screen
HDMI cablesqty 2
HDMI adaptersqty 3
Power stripsqty 8
Extension cordsqty 8
Wi-Fi router
Wireless miceqty 25
USB sticksqty 5

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Stationery

Name badgesqty 30
Pensqty 35
Notepadsqty 30
Worksheetsqty 30
Certificatesqty 30
Flip chart
Flip chart paper
Markersqty 6

Cleaning

Waste binsqty 4
Towelsqty 6
Washing-up tubsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Write two to five measurable learning objectives before developing the modules. Each exercise and assignment should clearly support at least one objective, so you can remove content that does not fit the available teaching time.
Test every code example on the same software setup participants will use, ideally at least 7 days before the course. Keep starter code, accounts and files on USB sticks or another backup location in case Wi-Fi or access fails.
Close registrations with enough time to update the participant list and collect dietary requirements. Send software requirements and participant information at least 5 days before the course, then check accounts and files again the day before.
Plan one laptop per participant plus at least 1 backup laptop, and count chargers, power strips, extension cords and adapters separately. A presentation screen is not ready until the correct HDMI cable and adapter have been tested with the teaching laptop.
Set up the room at least 60 minutes before arrival: tables and chairs first, then laptops, chargers, name badges and the registration desk. Prepare coffee, chilled drinks, snacks and sandwiches only after the technical setup is working, so food is not left waiting while you troubleshoot.

Frequently asked questions

How far in advance should I plan a programming course?: Start 4 to 6 weeks ahead for a small course. This gives you time to develop the modules, reserve a venue, confirm the teacher and assistant, process registrations, and test the software setup at least 7 days before teaching.
When should participants receive the software requirements?: Send them at least 5 days before the course, including required software, account details and files to test. Ask participants to complete the check before the day itself, and keep a spare setup ready for anyone who cannot configure a laptop.
How many backup laptops do I need for a programming course?: Plan for 1 backup laptop for every 10 to 15 participants, with at least 1 backup for any group smaller than 15. Also bring spare chargers, power strips and the HDMI adapters needed for the presentation screen.
How early should I set up the classroom?: Arrive at least 60 minutes before participants. Allow the first 30 minutes for tables, chairs and laptops, then use the remaining time to test Wi-Fi, accounts, code examples, the presentation connection and the registration desk.

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