How to organize an exam prep session

An exam prep session works best when the teaching plan, participant details, and room setup are handled in that order. Confirm the training date and room first, then finalize trainers and build the programme around practice time. Registration information affects seating, handouts, dietary arrangements, and refreshments. On the day, allow time to test the presentation, set out worksheets, and open the room 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 a room
3
Finalize trainers
4
Create the program
5
Send invitations
2 people
6
Process registrations
7
Collect dietary requirements
8
Create participant list
9
Send trainer briefing
10
Select practice materials
2 people
11
Print handouts
2 people
12
Make name badges
13
Do the shopping
2 people
14
Chill drinks
15
Prepare materials
2 people

Event

16
Open room
2 people
17
Set up tables
3 people
18
Set up chairs
2 people
19
Test presentation
2 people
20
Hand out worksheets
2 people
21
Set up coffee station
2 people
22
Receive participants
2 people
23
Explain the program
24
Guide practice session
3 people
25
Serve coffee break
2 people
26
Refill drinks
27
Moderate the Q&A
3 people
28
Supervise the second practice session
3 people
29
Set up dinner
3 people
30
Serve dinner
3 people
31
Collect tableware
2 people
32
Cover exam strategies
2 people
33
Guide individual practice questions
3 people
34
Answer final questions
2 people
35
See participants off
2 people

Aftercare

36
Collect materials
2 people
37
Wash dishes
2 people
38
Clean the room
3 people
39
Collect waste
2 people
40
Lock up the venue
41
Return borrowed items
2 people
42
Store leftover materials

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Stoolsqty 4

Equipment

Laptopqty 2
Projector
Projection screen
Extension cordsqty 4
Power stripsqty 4
Timerqty 2
Printer

Tableware

Mugsqty 40
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 2
Serving traysqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2
Washing-up bowlsqty 2

Office supplies

Ballpoint pensqty 50
Pencilsqty 40
Erasersqty 20
Rulersqty 20
Markersqty 20
Whiteboard markersqty 8
Notepadsqty 40
Flipchart padsqty 2
Name badgesqty 40
A4 foldersqty 40
A4 paperqty 2
Tapeqty 3
Scissorsqty 3

Cleaning

Trash binsqty 4
Dustpan and brushqty 2
Bucketsqty 2

Catering

Water jugsqty 4
Serving traysqty 4
Groceries

Tips

Start with the date, room, and trainers before inviting anyone. Keep the programme realistic: include a clear explanation, a guided practice session, and a defined coffee break rather than filling every minute.
Close registration before preparing the room plan. Use the final participant list to arrange tables and chairs, prepare name badges, and check dietary requirements instead of guessing at the last minute.
Brief trainers before the session with the timetable, practice materials, presentation setup, and handout plan. Send this briefing early enough for them to flag missing content or equipment.
Prepare printed materials and stationery together. Print the handouts, worksheets, and participant list in advance, then place pens, pencils, erasers, rulers, notepads, and markers where people can reach them.
Set up and test the technical equipment before participants arrive. Check the laptop, projector, screen, extension cords, power strips, and timer, then prepare the coffee station and chill drinks before opening the room.

Frequently asked questions

How far in advance should I organize an exam prep session?: Confirm the date, room, and trainers at least 4 weeks ahead. Close registrations and finalize dietary requirements several days before the session so you can prepare the participant list, seating, materials, and refreshments accurately.
What should happen first when planning an exam prep session?: Start by confirming the training date and reserving a suitable room. Once the trainers are confirmed, create the programme before sending invitations, because the schedule determines the session details participants need.
When should I print exam prep handouts?: Print handouts and worksheets after registration closes and the practice materials are final. Aim to finish printing at least 1 working day before the session, leaving time to correct missing pages or prepare extra copies.
How early should I arrive to set up an exam prep session?: Arrive at least 60 minutes before participants are due. Use that time to open the room, arrange tables and chairs, test the presentation, set out materials, and prepare the coffee station.

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