Open Training Checklist

An open training session needs more than a field and a few trainers. You need to open registrations, publish the training times, confirm the field, prepare the programme and match trainers to groups. On the day, allow time for the check-in desk, field markings, equipment checks, refreshments and a short trainer briefing. This checklist puts the work in a practical order so late registrations, missing equipment and weather changes do not disrupt the session.

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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

Send invitations
Open registrations
Publish training times
Process registrations
Collect dietary requirements
Update participant list
Confirm field reservation
Assign trainers
Develop training program
2 people
Check the weather forecast
Remind participants
Do the shopping
2 people
Check sports equipment
2 people
Charge batteries
Print participant forms
Prepare materials
2 people
Chill drinks
Prepare snacks
2 people
Set up tables and chairs
3 people
Set up registration desk
Set up training fields
3 people
Hang decorations
2 people
Test audio and microphone
2 people
Give trainer briefing
3 people

Event

Receive participants
3 people
Register attendance
2 people
Divide the training groups
2 people
Give the opening briefing
Lead the warm-up
3 people
Lead technical training
4 people
Support form groups
4 people
Distribute water and fruit
2 people
Refill drinks
Serve snacks
2 people
Answer participants' questions
2 people
Guide the photo moment
Give closing remarks and thanks

Aftercare

Gather sports equipment
3 people
Clear tables and chairs
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the cafeteria
2 people
Inspect the sports fields
2 people
Empty the coolers
Store leftover food
Return materials
2 people
Return deposit materials

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 40
Party tentsqty 2
Coat racksqty 2

Sports equipment

Training ballsqty 20
Conesqty 60
Marker discsqty 40
Vestsqty 40
Mini goalsqty 4
Coordination laddersqty 4
Training matsqty 12
Elastic bandsqty 12
Ball netsqty 4
Whistlesqty 6
Stopwatchesqty 4
Pumpsqty 3
Spare ballsqty 4

Tableware

Reusable cupsqty 80
Platesqty 60
Cutlery setsqty 60
Coffee cupsqty 40

Kitchen

Thermos flasksqty 4
Coolersqty 4
Serving traysqty 6
Scissorsqty 4
Cutting boardsqty 3
Knivesqty 6

Equipment

Portable speaker
Wireless microphone

Lighting

LED lampsqty 6
Extension cordsqty 4

Administration

Clipboardsqty 4
Pensqty 20
Participant formsqty 80
Name stickersqty 80
Permanent markersqty 6

Safety

First aid kit
Ice packsqty 6
Safety vestsqty 6

Cleaning

Waste binsqty 6
Broomqty 2
Dustpanqty 2
Mopqty 2
Bucketsqty 2

Catering

Groceries

Tips

Open registrations early enough to process the list before training day. Use the final participant list to check dietary requirements, group numbers and the amount of equipment needed.
Confirm the field reservation before publishing the final training times. Check the weather forecast again 24 hours before the session and decide where tents, mats or indoor alternatives will go.
Count and test sports equipment the day before: balls, cones, marker discs, bibs, mini goals, ladders, mats and elastic bands. Charge batteries for the speaker, microphone and other powered equipment at the same time.
Set up the check-in desk before participants arrive, with printed forms, pens and the updated participant list. Place tables, chairs, coat racks and refreshments where they will not block the entrance or training areas.
Cool drinks and prepare snacks before setup begins, rather than during registration. Plan roughly 2 to 3 drinks per person for the first hour, then adjust for temperature and session length.

Frequently asked questions

How far in advance should I organise an open training session?: Start planning at least 4 weeks ahead if participants must register. Open registrations early, confirm the field and trainers first, and publish the training times once those details are fixed.
When should I send a reminder for open training?: Send the main reminder 3 to 5 days before the session, including the start time, arrival instructions and what participants should bring. Send a same-day message only for practical updates such as weather or a field change.
How much sports equipment do I need for an open training session?: Base the count on your groups and programme, then prepare spare equipment for breakage or loss. Keep reserve balls, a pump, extra bibs and additional cones ready; check everything at least 1 day before training.
When should I check the weather for outdoor training?: Check the forecast 24 hours before the session and again on the morning itself. Use the first check to make a decision about tents, lighting or an alternative location, and the second to inform participants about any change.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.