How to organize mediation training

A mediation training day works best when the learning sequence, room layout, and participant information are planned together. Start by confirming the date, venue, and coaches, then build the program before opening registration. In the final week, assign role-play exercises, prepare case folders and worksheets, and confirm dietary requirements. On the day, allow time to ventilate the room, arrange chairs in a circle, test the presentation, and place materials at each table before participants arrive.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

1
Set the training date
2
Reserve training venue
3
Confirm coaches
4
Create the program
2 people
5
Create participant list
6
Send invitations
7
Process registrations
8
Send registration confirmations
9
Collect dietary requirements
10
Send participant information
11
Calculate catering quantities
12
Check training equipment
2 people
13
Print worksheets
14
Prepare name badges
15
Compile case studies
2 people
16
Assign role-playing exercises
17
Do the shopping
2 people
18
Chill drinks
19
Open venue
2 people
20
Ventilate room
21
Set up tables
2 people
22
Arrange chairs in a circle
2 people
23
Set up break tables
24
Test presentation
2 people
25
Set out materials by table
2 people
26
Set up the reception desk

Event

27
Register participants
2 people
28
Welcome and explain the program
29
Discuss training goals
30
Explain the mediation model
31
Lead the active listening exercise
2 people
32
Provide coffee break
2 people
33
Refill drinks
34
Facilitate role-play exercises
3 people
35
Set up the dinner buffet
3 people
36
Serve dinner
3 people
37
Replenish buffet and drinks
2 people
38
Guide the in-depth case study
2 people
39
Facilitate feedback rounds
2 people
40
Schedule follow-up appointments
41
Handle the closing

Aftercare

42
Collect worksheets and materials
2 people
43
Wash dishes
2 people
44
Sort and dispose of waste
2 people
45
Clean the room
2 people
46
Put tables and chairs back
2 people
47
Switch off equipment
48
Store materials
2 people
49
Lock up the venue
2 people
50
Send participant information
51
Archive training materials
52
Return borrowed items

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Flip chart stand
Break tablesqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Wireless presenter

Tableware

Coffee cupsqty 24
Water glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee maker
Kettle
Thermos flasksqty 3
Serving traysqty 4
Serving spoonsqty 4
Cutting boardsqty 2
Kitchen knivesqty 2
Coolersqty 2

Training materials

Flipchart padsqty 2
Markersqty 24
Sticky notesqty 6
Ballpoint pensqty 24
Notepadsqty 24
Name badgesqty 24
Case foldersqty 8
Work foldersqty 24
Table numbersqty 6

Decorations

Tableclothsqty 6
Name badge holdersqty 24

Cleaning

Waste binsqty 3
Dish brushesqty 2
Microfiber clothsqty 6
Trash bag holder

Catering

Groceries

Tips

Set the date only after checking the coaches and venue. Keep the program realistic: allow time for introductions, demonstrations, role-playing, feedback, and breaks rather than filling every minute.
Close registration early enough to prepare properly. Send participant information at least 3–5 days before training, including the start time, venue details, what to bring, and any relevant preparation.
Assign role-playing exercises before the training day. Prepare one case folder per exercise or group, and match the scenarios to the number of participants so nobody has to wait for a role.
Calculate catering from the confirmed participant list, including coaches. For a full-day session, plan at least one coffee or water serving per person at each break and check dietary requirements before shopping.
Test the laptop, projector, screen, HDMI cable, extension cords, and wireless presenter before opening the venue. Set up the circle of chairs, flip chart, break tables, name badges, pens, notepads, and case materials before the first arrival.

Frequently asked questions

How far in advance should I organize mediation training?: Set the date and reserve the venue at least 4–6 weeks ahead, especially if several coaches are involved. Use the remaining time to create the program, invite participants, process registrations, and prepare exercises.
When should I send information to mediation training participants?: Send the registration confirmation immediately after payment or approval, then send the full participant information 3–5 days before the session. Include the schedule, arrival time, venue instructions, and any preparation they need to complete.
How many chairs do I need for mediation training?: Prepare one chair per participant, coach, and facilitator, plus 2–3 spare chairs. A circle works well for discussion, while tables can be added separately for written exercises and materials.
When should I prepare the training materials?: Print worksheets, prepare name badges, compile case studies, and sort materials by table 1–2 days before training. Keep a small spare supply of pens, sticky notes, and worksheets available on the day.

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.