How to organize a video editing course

A video editing course needs more than a room and a few laptops. Start by fixing the date, programme, room, equipment, and participant limit, then build the teaching materials around the software and files people will actually use. Confirm registrations and dietary requirements before ordering catering. In the final days, check every workstation, save lesson files locally, make a second backup, and test the projector, sound, cables, and adapters 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
Set the date and program
2
Reserve a room
3
Reserve equipment
4
Write the course description
5
Send invitations
6
Open the registration form
7
Process registrations
8
Collect dietary requirements
9
Send participant information
10
Finalize teaching materials
11
Selecting rehearsal files
12
Edit sample video
13
Check the presentation
14
Check software versions
15
Confirm the number of participants
16
Determine catering quantities
17
Do the shopping
2 people
18
Save files locally
19
Back up lesson files
20
Prepare catering
2 people

Event

21
Open room
2 people
22
Set up tables and chairs
3 people
23
Set up workstations
3 people
24
Set up projector and screen
2 people
25
Connect audio equipment
2 people
26
Set up practice files on workstations
2 people
27
Test the equipment
2 people
28
Set up the reception desk
29
Set out coffee and tea
2 people
30
Receive participants
2 people
31
Register attendance
32
Explain the course objectives
33
Demonstrate the video editing workflow
34
Lead the assembly exercise
2 people
35
Provide coffee break
2 people
36
Refill drinks
37
Handle audio and subtitles
38
Guide participant assignments
2 people
39
Set up the evening meal
2 people
40
Serve the meal
2 people
41
Collect tableware
42
Demonstrate export settings
43
Supervise the export exercise
2 people
44
Discuss work results
45
Save files
2 people
46
Moderate the Q&A
47
Check out participants

Aftercare

48
Switch off equipment
2 people
49
Clear the workstations
3 people
50
Wash dishes
2 people
51
Collect waste
2 people
52
Clean the room
3 people
53
Put furniture back
3 people
54
Pack equipment
2 people
55
Return borrowed items
56
Send participant files
57
Archive attendance list

What to bring

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

Furniture

Work tablesqty 8
Chairsqty 18
Reception desk
Buffet tableqty 2

Equipment

Laptopsqty 16
Projector
Projection screen
Speakersqty 2
Headphonesqty 16
External SSDsqty 4
USB sticksqty 20
Card readersqty 4
Memory cardsqty 8
HDMI cablesqty 3
USB-C adaptersqty 8
Power stripsqty 8
Extension cordsqty 8
Laptop locksqty 16

Office supplies

Notepadsqty 18
Ballpoint pensqty 24
Name badgesqty 20
Flip chart pad
Markersqty 6

Tableware

Coffee cupsqty 20
Glassesqty 20
Platesqty 20
Cutlery setsqty 20

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Serving bowlsqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Cleaning

Waste binsqty 3
Cleaning clothsqty 10
Bucketsqty 2
Broom and dustpan

Catering

Groceries

Tips

Set the participant limit before opening registration. The number determines how many workstations, headphones, power connections, name badges, and teaching files you need, so changing it late creates avoidable equipment gaps.
Choose the software version and rehearsal files early, then edit the sample video yourself. Test the presentation on the actual projector and screen instead of assuming the fonts, video, and audio will display correctly.
Keep lesson files on each laptop and on an external SSD before the course starts. A USB stick is useful as an extra copy, but it should not be the only backup if a file goes missing or a laptop fails.
Send participant information several days before the course with the start time, room details, what to bring, and the software setup. Process registrations and dietary requirements before you calculate coffee, cups, glasses, plates, and cutlery.
Open the room early enough to arrange tables, chairs, workstations, projection, and audio in sequence. Test every HDMI cable, USB-C adapter, power strip, extension cord, speaker, and pair of headphones while there is still time to replace a faulty item.

Frequently asked questions

How far in advance should I organize a video editing course?: Set the date, reserve the room and equipment, and prepare the course description at least 4 to 6 weeks ahead. Open registration early enough to confirm the participant count and dietary requirements before buying supplies.
How many laptops do I need for a video editing course?: Plan one working laptop per participant, plus at least one spare if the group is larger than 10 people. Check the software version, storage, headphones, chargers, and available power connections on every device before the course.
When should I back up video editing lesson files?: Make the first backup as soon as the lesson files and sample video are finalized, then copy them locally to the laptops on the day before the course. Keep a second copy on an external SSD or USB stick and test that the files open.
How early should I set up the course room?: Allow at least 90 minutes before participants arrive for tables, chairs, workstations, projection, and audio. Reserve the final 30 minutes for testing the presentation, sound, headphones, cables, adapters, and software.

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.