Integration course checklist

An integration course runs smoothly when administration, teaching materials, room setup, and participant welcome are handled in sequence. Start by confirming the classroom and teacher, then process registrations and dietary requirements before ordering materials or catering. In the final week, prepare the attendance list, name badges, handouts, and presentation equipment. On the day, allow time to set up tables, chairs, technical equipment, coffee, and course materials 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

Send invitations
Process registrations
Collect dietary requirements
Reserve classroom
Confirm the teacher
Finalize the program
2 people
Update participant list
Create the attendance list
Select teaching materials
Order workbooks
Prepare worksheets
Print handouts
Make name badges
Test presentation
Purchase catering
2 people
Pack up materials
2 people
Check the venue
Set up tables
2 people
Set out chairs
2 people
Connect the technical equipment
Lay out teaching materials
2 people
Chill drinks
Set out coffee and tea

Event

Receive participants
2 people
Register attendance
Explain the course program
Supervise the first class block
2 people
Lead the break
2 people
Refill drinks
Supervise the second lesson block
2 people
Serve the meal
3 people
Supervise the third class block
2 people
Supervise practical assignment
2 people
Moderate the Q&A
Hand out follow-up appointments
See participants off
2 people

Aftercare

Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Switch off equipment
Clean the classroom
2 people
Sort materials
Collect lost property
Clear away leftover catering
Return borrowed materials
Inform participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 28
Teacher's table
Coat rack

Equipment

Laptop
Projector
Projection screen
Speakersqty 2
HDMI cablesqty 2
Power stripsqty 3
Extension cordsqty 3
Presentation clicker

Course materials

Naturalization workbooksqty 25
Language dictionariesqty 6
Practice card setsqty 5
Course foldersqty 25
Attendance formsqty 3

Office

Notepadsqty 28
Ballpoint pensqty 35
Pencilsqty 30
Name badgesqty 30
Flip Chart Padqty 2
Whiteboard markersqty 3
Markersqty 2
Sticky notesqty 6
Tapeqty 3
Scissorsqty 6

Tableware

Mugsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30
Teaspoonsqty 30
Pitcherqty 3
Serving traysqty 3

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 3
Small bowlsqty 6

Cleaning

Waste binsqty 3
Dishpan
Cleaning clothsqty 8
Broom
Dustpan and brush
Towelsqty 6

Catering

Groceries

Tips

Process registrations and dietary requirements as soon as invitations go out. Update the participant list at least 7 days before the course so workbooks, folders, name badges, and catering quantities match the expected attendance.
Confirm the classroom, teacher, and final program no later than 7 days before the course. Check that the room has enough tables and chairs, plus a teacher’s table and a coat rack if participants need somewhere to leave coats.
Test the laptop, projector, screen, speakers, HDMI cables, power strips, extension cords, and presentation clicker at least 1 day before the course. A presentation that works at home can still fail when the room uses different connections.
Prepare one course folder or set of materials per participant, including the workbook, worksheets, dictionary or practice cards, notepad, and pens. Make name badges and place attendance forms where registration will happen, rather than searching for them at the door.
Set up the room at least 60 minutes before arrival. Put out chairs and tables, connect the equipment, lay out teaching materials, chill drinks, and prepare coffee, tea, mugs, glasses, and plates before receiving participants.

Frequently asked questions

How far in advance should I organize an integration course?: Start invitations and registration at least 3 to 4 weeks before the course. Confirm the room, teacher, program, materials, and catering 7 days in advance, then complete the final participant list and attendance forms during the last week.
How many workbooks and course folders do I need?: Prepare one workbook and one course folder for every confirmed participant, plus 2 extra sets for late registrations or damaged materials. Finalize the quantity after registrations close or at least 7 days before the course.
When should I set up the classroom for an integration course?: Arrive at least 60 minutes before participants are due. Use the first 30 minutes for tables, chairs, teaching materials, and name badges, and keep the remaining time for testing the projector, laptop, speakers, and cables.
How do I prepare attendance for an integration course?: Create the attendance list after registrations are processed and update it 1 to 2 days before the course. Keep printed attendance forms at the entrance and register each participant as they arrive.

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