How to organize project management training

Organizing project management training takes more than booking a room and inviting participants. Start by defining the learning objectives, then build the program, confirm the trainer, and reserve a suitable venue. Allow time for registrations, dietary requirements, training materials, practical assignments, and technical testing. On the day, the room should be ready before participants arrive, with registration, presentation equipment, handouts, and refreshments already in place.

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
Record learning objectives
2
Create training program
3
Reserve training venue
4
Secure the trainer
5
Send invitations
6
Process registrations
7
Collect dietary requirements
8
Determine catering quantities
9
Order catering
10
Finalize the participant list
11
Send reminder
12
Develop training materials
13
Prepare practical assignments
14
Print handouts
15
Make name badges
16
Do the shopping
2 people
17
Check the presentation
18
Test the laptop and projector
2 people
19
Prepare materials
2 people

Event

20
Open training room
2 people
21
Set up tables and chairs
3 people
22
Set up presentation and flip charts
2 people
23
Set out coffee and tea
2 people
24
Register participants
2 people
25
Welcome participants
26
Give Training Introduction
27
Lead the first training block
28
Provide coffee break
2 people
29
Lead the second training block
30
Set up the dinner buffet
3 people
31
Serve dinner
2 people
32
Refill drinks
33
Lead the third training block
34
Supervise practical assignment
2 people
35
Wrap-up and handle questions
36
Register attendance

Aftercare

37
Clear the training room
3 people
38
Wash dishes
2 people
39
Collect waste
2 people
40
Clean the room
2 people
41
Pack equipment
2 people
42
Store leftover materials
43
Return borrowed materials
44
Share presentation materials digitally
45
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Trainer table
Stoolsqty 4

Equipment

Laptop
Projector
Projector screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless presenter
Bluetooth speaker

Presentation

Flip chartqty 2
Flip chart paperqty 2
Whiteboard
Whiteboard markersqty 8
Pensqty 25
Notepadsqty 25
Name badgesqty 25
Foldersqty 25
Printer paperqty 250
Sticky notesqty 10
Paper tapeqty 4

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving utensilsqty 8

Cleaning

Waste binsqty 3
Trash bag holdersqty 3
Hand soap dispensersqty 2
Washing-up tubsqty 2
Cleaning clothsqty 6

Groceries

Groceries

Tips

Set the learning objectives before writing the program. Group the training into clear sections and include practical assignments so participants can apply project management methods during the session.
Book the venue and trainer before sending invitations. Check that the room has enough tables and chairs, a suitable presentation area, power access, and space for flip charts or a whiteboard.
Close registration early enough to order catering and prepare materials. Set a registration deadline at least 7 days before the training, then finalize the participant list and dietary requirements.
Prepare participant materials several days in advance. Print handouts, folders, name badges, notepads, and assignments, and keep spare pens, paper, sticky notes, and markers available.
Test the laptop, projector, screen, HDMI cable, adapter, extension cords, and power strips before the session starts. Open the room at least 60 minutes early so you can arrange the tables, presentation area, coffee, and registration desk without rushing.

Frequently asked questions

How far in advance should I organize project management training?: Start planning at least 6 to 8 weeks before the training date. This gives you time to secure the trainer and venue, send invitations, process registrations, order catering, and prepare the learning materials.
When should I send invitations for project management training?: Send invitations about 4 weeks before the training. Set a registration deadline 7 days before the event so you can confirm attendance, collect dietary requirements, and determine catering quantities.
How early should I set up the training room?: Open and set up the room at least 60 minutes before participants arrive. Use that time to arrange tables and chairs, prepare the registration desk, set out materials and refreshments, and test the presentation equipment.
What equipment is needed for project management training?: Plan for a laptop, projector, screen, HDMI cable, any required adapter, extension cords, power strips, and a wireless presenter. Also prepare a flip chart or whiteboard with paper and markers, and test every connection before the session.

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.