Negotiation training checklist

A negotiation training session needs more than a strong presentation. You need a confirmed date, a suitable room, realistic practice cases and enough time to prepare participant materials. This checklist takes you from registration and dietary requirements to room setup, equipment testing, refreshments and reception. Use it to keep the practical work on schedule, especially the items that are easy to leave until the last morning.

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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

Reserve the room
Confirm training date
Send invitations
Process registrations
Collect dietary requirements
Check participant list
Create training program
Develop practice cases
2 people
Prepare worksheets
Finalize presentation
Order catering
Test the equipment
2 people
Collect materials
2 people
Do the shopping
2 people
Remind participants
Check the venue
2 people
Set up tables
3 people
Set up chairs
2 people
Set up the presentation screen
2 people
Lay out work materials
2 people
Set up coffee station
2 people
Chill drinks
2 people
Prepare snacks
2 people
Set up the reception desk

Event

Receive participants
3 people
Register attendance
2 people
Give introduction
Discuss negotiation models
Serve coffee break
2 people
Refill drinks
Facilitate role-play exercises
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Host the evening session
Create personal action plans
2 people
Hand out certificates
See participants off
2 people

Aftercare

Collect used dishes
2 people
Clear away food scraps
2 people
Separate waste
2 people
Switch off equipment
Clear tables and chairs
3 people
Wash dishes
2 people
Clean the room
2 people
Check materials
Return borrowed items
2 people
Send participant materials afterward

What to bring

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

Furniture

Tablesqty 6
Chairsqty 35
Buffet tableqty 2
Reception desk
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 4
Wireless microphone
Presentation clicker
Bluetooth speaker

Training materials

Flip chartqty 2
Flipchart padsqty 4
Whiteboard
Whiteboard markersqty 12
Workbooksqty 35
Practice casesqty 35
Action plan cardsqty 35
Name badgesqty 35
Pen setsqty 35
Sticky notesqty 12
A4 paperqty 2
Certificatesqty 35

Tableware

Coffee cupsqty 40
Water glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving traysqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 3
Cutting boardsqty 2
Bread knivesqty 2
Scissorsqty 2
Serving tongsqty 4

Cleaning

Waste binsqty 4
Cleaning bucketsqty 2
Dish brushesqty 3
Microfiber clothsqty 10
Trash bag holdersqty 4

Catering

Groceries

Tips

Confirm the room and training date before sending invitations. Check that it has enough tables and chairs for the participant list, plus space for paired or small-group negotiation exercises.
Finish the training program, practice cases, worksheets and presentation before the final equipment check. Allow at least one working day to test the laptop, projector, HDMI connection, clicker and microphone together.
Set a registration deadline early enough to process names and dietary requirements before ordering catering. Recheck the participant list and prepare name badges rather than writing them at reception.
Prepare one complete participant pack per attendee, including the workbook, practice cases, action plan cards, paper, pens and sticky notes. Add a small spare supply instead of discovering missing materials during an exercise.
Set up the reception desk, coffee station and training room before participants arrive. Chill drinks, place water glasses and work materials, and leave at least 30 minutes for arranging tables, chairs and presentation equipment.

Frequently asked questions

How far in advance should I plan a negotiation training session?: Confirm the date and room several weeks ahead, then send invitations with a clear registration deadline. Close registrations early enough to check the participant list, collect dietary requirements and order catering at least 3–5 working days before training.
What equipment is needed for negotiation training?: Plan for a laptop, projector, projection screen, HDMI cable, extension cords, power strips and a presentation clicker. Test every connection at the venue at least one working day before the session, and check the wireless microphone and speaker if you will use them.
How many practice cases should a negotiation training session have?: Prepare at least one complete case for each planned exercise, with enough role information for every participant or pair. Keep a few spare printed copies and allow 10–15 minutes between exercises to explain roles and reset groups.
When should I prepare the negotiation training materials?: Finalize the presentation, worksheets, workbooks and practice cases before the last equipment check. Pack participant materials at least one day in advance, then lay them out with name badges, pen sets, sticky notes and action plan cards before reception opens.

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