Mentor Training Checklist

A mentor training session depends on more than a good programme. You need registrations, dietary information, printed materials, working presentation equipment, and a room that is ready before participants arrive. This checklist puts the work in a practical order, from inviting participants and confirming numbers to setting up coffee, folders, seating, and the registration desk. Use it to assign responsibilities and avoid last-minute gaps such as missing name badges, untested cables, or insufficient handouts.

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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

Invite participants
Process registrations
Send reminder
Collect dietary requirements
Finalize the participant list
Print training program
Print handouts
Prepare name badges
Book training room
Order catering
Do the shopping
2 people
Test equipment
2 people
Set up the presentation
Prepare the coaches' briefing
2 people
Sort materials
2 people
Set up tables
3 people
Set up chairs
2 people
Set up registration desk
Lay out work folders
2 people
Set up coffee station
2 people
Chill drinks
Connect presentation equipment
2 people

Event

Staff the reception desk
2 people
Register participants
2 people
Serve coffee and tea
2 people
Guide the opening
2 people
Lead the training session
3 people
Set out break snacks
2 people
Refill drinks
Lead the break
2 people
Lead the training session
3 people
Set up buffet
3 people
Serve dinner
3 people
Clear away dishes and trash
3 people
Support the evening program
3 people
Facilitate the reflection task
2 people
Wrap-up and Q&A
2 people
See participants off
2 people

Aftercare

Collect leftover materials
2 people
Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Return materials
2 people
Return borrowed items
Send a thank-you gift to participants

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Registration desk
Waste binsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Portable speaker
Microphone

Kitchen

Kettlesqty 2
Coffee maker
Thermos flasksqty 3
Coolersqty 2
Serving plattersqty 8
Serving spoonsqty 6

Tableware

Coffee cupsqty 35
Drinking glassesqty 35
Platesqty 35
Cutlery setsqty 35
Water jugsqty 4

Paper goods

Flipchart padsqty 3
A4 worksheetsqty 40
Training foldersqty 35
Notepadsqty 35
Name badgesqty 35
Pensqty 40
Sticky notesqty 12
Markersqty 12
Flipchart markersqty 12

Decorations

Tableclothsqty 6
Welcome sign
Arrow stickersqty 12

Cleaning

Cleaning sprayqty 2
Microfiber clothsqty 6
Dish brushesqty 2

Catering

Groceries

Tips

Set a registration deadline at least 7 days before the training. Use the final participant list to confirm dietary requirements, print the right number of programmes and handouts, and prepare one name badge per participant plus a few spares.
Test the laptop, projector, screen, HDMI cable, microphone, and speaker at least 1 day before the session. Check every presentation connection in the actual training room rather than assuming the equipment will work together.
Plan the room setup at least 60 minutes before participants arrive. Arrange the tables and chairs first, then place folders, worksheets, notepads, pens, and sticky notes so the registration desk does not become a bottleneck.
Prepare the coffee station for the first break before registration opens. Set out cups, glasses, water jugs, kettles or the coffee maker, thermos flasks, and waste bins, and chill drinks early enough for them to be ready when needed.
Give coaches a short written briefing before the training day. Include the timetable, group assignments, room layout, and any participant information they need, so questions do not interrupt registration or the opening session.

Frequently asked questions

How far in advance should I invite people to mentor training?: Send the invitation 3 to 4 weeks before the training date and set a registration deadline 7 days beforehand. Send a reminder 3 to 5 days before the session, after checking who has and has not registered.
When should I order catering for mentor training?: Order catering as soon as you have a reliable estimate of attendance, preferably 7 days before the training. Confirm the final headcount and dietary requirements 2 to 3 days before delivery.
How many handouts and training folders do I need?: Prepare one complete folder and one set of handouts per confirmed participant, then add 2 to 3 spare sets. Print the final programme after the participant list and schedule have been confirmed.
How early should I arrive to set up a mentor training room?: Allow at least 60 minutes for tables, chairs, folders, the registration desk, coffee station, and presentation equipment. Allow 90 minutes if the room layout or audiovisual equipment is unfamiliar.

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.