Leadership training checklist

A leadership training day depends on more than a good programme. You need the room, participant information, catering, materials and presentation equipment ready in the right order. Confirm dietary requirements before ordering food, prepare name badges and work folders before participants arrive, and test every cable and presentation file in the room. This checklist helps you organise the preparation and setup without leaving practical details until the last minute.

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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

Book training room
Create training program
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Determine catering quantities
Order training materials
Create presentations and worksheets
2 people
Prepare activities
2 people
Fill in name badges
Send participant information
Check the shopping list
Do the shopping
2 people
Collect materials
2 people
Test laptop and presentations
2 people
Open room
2 people
Set up tables and chairs
3 people
Connect presentation equipment
2 people
Set up flip charts
2 people
Hand out work folders
2 people
Prepare coffee and tea
2 people
Keep lunch and dinner cool
2 people
Set up the reception table

Event

Receive participants
3 people
Explain the program and goals
Guide the icebreaker activity
2 people
Present leadership styles
Serve break drinks
2 people
Guide practical case studies
2 people
Facilitate the reflection task
2 people
Serve dinner
3 people
Refill drinks
2 people
Facilitate feedback sessions
3 people
Create personal action plans
2 people
Discuss action plans in plenary
Lead the final Q&A
See participants off
2 people

Aftercare

Collect waste
3 people
Wash dishes
2 people
Switch off equipment
2 people
Put tables and chairs back
3 people
Clean the room
3 people
Pack up materials
2 people
Chill leftover food
2 people
Return borrowed items
Send participant materials digitally
Archive attendance records

What to bring

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

Furniture

Tablesqty 6
Chairsqty 25
Reception desk
Coat rack

Tableware

Coffee cupsqty 30
Water glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4
Water jugsqty 6

Equipment

Laptop
Projector
Projection screen
Presentation clicker
Extension cordsqty 3
Power stripsqty 3
Wall clock

Kitchen

Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 3
Chef's knifeqty 2
Serving spoonsqty 4
Serving tongsqty 3

Training materials

Flipchart standsqty 2
Flipchart padsqty 4
Whiteboard
Whiteboard markersqty 12
Notebooksqty 25
Ballpoint pensqty 30
Markersqty 24
Sticky notesqty 12
Name badgesqty 30
Work foldersqty 25
Envelopesqty 30
Masking tapeqty 3
Timerqty 2

Decorations

Tableclothsqty 6

Cleaning

Cleaning bucketqty 2
Mopsqty 2
Trash binsqty 4

Catering

Groceries

Tips

Set a firm registration deadline at least 7 days before the training. Use the final participant list to confirm dietary requirements, print name badges and calculate catering quantities.
Finish the training programme, presentations, worksheets and activities at least 3 days beforehand. This leaves time to print materials, assemble work folders and correct missing pages.
Test the laptop, projector, screen, clicker, extension cords and power strips in the training room at least 1 day before the session. Open every presentation file and check that text is readable from the back of the room.
Allow 60–90 minutes for room setup before participants arrive. Arrange tables and chairs, place flipcharts and markers, set up the reception table, and put notebooks, pens and folders at each seat.
Prepare coffee, tea and water before opening the room, and keep lunch and dinner cool until serving. Plan roughly 2–3 drinks per person for the first training hour, then adjust for the rest of the day.

Frequently asked questions

How far in advance should I organise leadership training?: Book the training room and create the programme at least 4–6 weeks in advance. Send invitations 2–3 weeks before the training and close registrations about 7 days before it takes place.
When should I collect dietary requirements for leadership training?: Ask for dietary requirements when participants register, ideally no later than 7 days before the event. Send the final numbers and requirements to the caterer before placing the order.
How early should I arrive to set up a leadership training room?: Arrive 60–90 minutes before participants are due. Use this time to arrange tables and chairs, connect the presentation equipment, prepare flipcharts and set up the reception table.
How many training materials should I prepare?: Prepare one work folder, notebook and pen for every confirmed participant, plus 2–3 spare sets. Print the final participant list and keep the spare materials available at the reception desk.

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