Jury Course Checklist

A jury course needs more than a confirmed date and a lesson plan. You need to coordinate teachers, registrations, dietary requirements, course folders, catering, room layout, and presentation equipment in the right order. Start with the venue, teachers, and program, then allow time to process registrations and print materials. On the day, leave enough time to test the projector, microphone, and sound 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

Record the course date and location
Confirm jury teachers
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Finalize the lesson program
2 people
Collect course materials
2 people
Print worksheets
Check the presentation
Order catering
Confirm reservations
Do the shopping
2 people
Chill drinks
Assemble course folders
2 people
Prepare the attendance list
Check the venue
2 people
Clean the room
2 people
Set up tables and chairs
3 people
Set up the presentation table
Connect projector and laptop
2 people
Test microphone and sound
2 people
Set up coffee and water station
2 people
Set up the registration table

Event

Receive participants
2 people
Register attendance
Distribute course materials
2 people
Provide judge training
3 people
Serve coffee and tea
2 people
Refill drinks
Clear the break room
2 people
Serve dinner
3 people
Clear away dishes
2 people
Supervise practical exam
3 people
Hand out certificates
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Inventory materials
Return borrowed materials
2 people
Send participants their certificate

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Presentation table
Coat racksqty 2

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Knivesqty 30
Forksqty 30
Spoonsqty 30
Serving utensilsqty 6

Equipment

Laptop
Projector
Projection screen
Microphone
Speakersqty 2
Extension cordsqty 4

Kitchen

Coffee maker
Kettlesqty 2
Thermos flasksqty 3
Coolersqty 2
Cutting boardsqty 2
Bread knivesqty 2

Course materials

Course foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
Markersqty 12
Flipchart padsqty 2
Whiteboard markersqty 12
Name badgesqty 30
Certificatesqty 24

Decorations

Directional signsqty 6
Tableclothsqty 6

Cleaning

Waste binsqty 4
Bucketsqty 2
Spongesqty 6

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Confirm the jury teachers and lesson program before sending invitations, so participants receive accurate information and you avoid reprinting the course folders later.
Close registration several days before the course and update the participant list with dietary requirements. Use the final number for catering, worksheets, notepads, pens, cups, and plates.
Prepare one course folder per participant, plus a small buffer of 2–3 extra folders. Assemble them before the event rather than trying to sort worksheets at the registration table.
Plan at least 60 minutes for room setup. Arrange tables and chairs, the presentation table, registration desk, coat racks, and coffee station before connecting the laptop, projector, microphone, and speakers.
Test every presentation and sound connection with the actual laptop and projector on site. Keep extension cords accessible and chill drinks only after the room and catering setup are complete.

Frequently asked questions

How far in advance should I organize a jury course?: Confirm the date, location, and jury teachers at least 6–8 weeks ahead. Finalize the program and send invitations once the core details are fixed, then use the final registration numbers for catering and materials.
When should I order catering for a jury course?: Order catering after registration closes, normally 5–7 days before the course. Confirm dietary requirements at the same time and order portions for the final participant count, with a small extra margin if practical.
How many course folders and worksheets do I need?: Prepare one complete folder and one set of worksheets per registered participant, plus 2–3 spare sets. Finish printing and assembly at least one day before the course so missing pages can still be replaced.
How early should I arrive to set up a jury course?: Allow at least 60–90 minutes before participants arrive. This covers room layout, registration and coffee stations, presentation equipment, microphone and sound testing, and a final check of the attendance list.

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