Leadership training checklist

A leadership training day depends on more than a good programme. You need the room, coaches, participant information, materials and equipment ready in the right order. Start by confirming the date and location, then build the programme and open registration before preparing group activities and handouts. In the final week, check dietary requirements, access, presentation equipment and attendance details. This checklist keeps preparation moving from planning to room setup and participant reminders.

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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

Confirm date and location
Reserve a room
Confirm coaches
Create training program
2 people
Compile the participant list
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Collect training materials
2 people
Prepare activities
2 people
Check the presentation
Print worksheets
Prepare name badges
Create the attendance list
Distribute materials by group
2 people
Remind participants
Do the shopping
2 people
Arrange keys and access
Check the equipment
Clean the room
2 people
Set up tables and chairs
3 people
Lay out training materials
2 people
Set up projector and screen
2 people
Test presentation and sound
2 people
Set up the reception table
Chill drinks
2 people
Set up coffee and tea station
2 people
Prepare the dinner buffet
3 people

Event

Receive participants
2 people
Register attendance
Hand out name badges
Distribute training materials
2 people
Deliver the opening and introduction
2 people
Assist training activities
3 people
Set out break drinks and snacks
2 people
Refill drinks
Set up the dinner buffet
3 people
Serve dinner
3 people
Collect tableware and waste
2 people
Support the evening program
3 people
Hand out feedback forms
Handle the closing
2 people

Aftercare

Clear tables and chairs
3 people
Wash dishes
2 people
Sort and take out waste
2 people
Clean the room
2 people
Pack equipment and materials
2 people
Return borrowed items
Process attendance and feedback
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Coat racksqty 2
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 2
Power stripsqty 4
Portable speaker

Office

Flip chartqty 2
Flip chart paperqty 2
Whiteboard
Whiteboard markersqty 8
Pensqty 30
Notepadsqty 24
Sticky notesqty 12
Foldersqty 24
Name badge holdersqty 24
Paper signageqty 8

Catering

Coffee thermosesqty 3
Water jugsqty 4
Serving traysqty 4
Groceries

Tableware

Platesqty 30
Bowlsqty 30
Mugsqty 30
Drinking glassesqty 30
Cutlery setsqty 30

Kitchen

Kettlesqty 2
Cutting boardsqty 3
Chef's knifeqty 3
Serving spoonsqty 6
Coolersqty 2

Cleaning

Waste binsqty 4
Washing-up tubsqty 2
Cleaning clothsqty 8
Mop

Tips

Confirm the room and access arrangements before inviting anyone. Check when you can collect keys, whether the projector and screen are available, and who can open the building on the training day.
Create the programme before printing materials or assigning groups. Allow time to check the presentation, prepare activities, print worksheets and distribute the right materials to each group.
Close registration early enough to prepare accurately. Use the final participant list to make name badges, an attendance list and a record of dietary requirements rather than relying on last-minute replies.
Test the full presentation setup before participants arrive. Connect the laptop, projector, HDMI cable, speaker and power strips, then test both the slides and sound in the actual room.
Plan room setup as a separate final task. Leave enough time to clean the room, arrange tables and chairs, place training materials, set out signage and prepare coffee, water and tableware before the start time.

Frequently asked questions

How far in advance should I organise a leadership training session?: Confirm the date, location and coaches at least 6–8 weeks ahead. Open registration once the programme and essential logistics are clear, then use the final 1–2 weeks for materials, dietary requirements and equipment checks.
When should I send invitations for leadership training?: Send invitations 4–6 weeks before the session if participants need to reserve time in their calendars. Set a registration deadline around 10–14 days before the training so you can prepare groups, name badges, catering and handouts.
What equipment do I need for a leadership training day?: Plan for a laptop, projector, projection screen, HDMI cable, extension cords, power strips and a portable speaker if sound is needed. Test the complete setup at least one day before the training and bring presentation backups.
How much time should I allow for setting up leadership training?: Allow 60–90 minutes before participants arrive for cleaning, arranging tables and chairs, placing materials, preparing name badges and setting up the presentation. Add extra time if the room layout or equipment is unfamiliar.

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