Photo Editing Course Checklist

A photo editing course needs more preparation than a presentation and a few laptops. You need a clear programme, practice photos that match the exercises, working files on every computer, and software access checked before participants arrive. This checklist puts registrations, catering, room setup, equipment testing, and teaching materials in a workable order. Use it to avoid the problems that usually surface on the day: missing adapters, expired licenses, unreadable files, and untested presentations.

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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

Develop the course program
Prepare teaching materials
Select the practice photos
Prepare practice files
Check the presentation
Send invitations
Open the registration form
Process registrations
Collect dietary requirements
Update participant list
Send confirmation
Order catering
Reserve equipment
Check software licenses
Prepare laptops
2 people
Copy practice files
Do the shopping
2 people
Chill drinks
Pack materials
2 people

Event

Open venue
2 people
Set up tables and chairs
3 people
Set up workstations
3 people
Connect the projector and screen
2 people
Test presentation
Set out coffee and tea
2 people
Build the catering buffet
2 people
Receive participants
2 people
Register attendance
Give welcome briefing
Give a basic explanation of photo editing
Serve coffee break
2 people
Refill drinks
Supervise practical assignment
2 people
Moderate the Q&A
Serve dinner buffet
3 people
Collect tableware
2 people
Give an in-depth demonstration
Guide the second practical assignment
2 people
Discuss the work
Hand out certificates
See participants off
2 people

Aftercare

Switch off equipment
2 people
Clear away materials
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Return equipment
Send participant materials afterward
Store unused groceries

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk

Equipment

Laptopsqty 20
Projector
Projection screen
HDMI cablesqty 3
HDMI adaptersqty 6
Extension cordsqty 6
Power stripsqty 8
USB sticksqty 24
Memory card readersqty 6
Computer miceqty 20
Speaker

Lighting

Desk lampsqty 6

Tableware

Coffee cupsqty 24
Water glassesqty 24
Platesqty 24
Cutlery setsqty 24
Serving plattersqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving spoonsqty 6
Cutting boardsqty 2
Bread knivesqty 2

Catering

Name badgesqty 24
Menusqty 24
Napkinsqty 100
Serving traysqty 3
Groceries

Cleaning

Waste binsqty 4
Cleaning glovesqty 4
Bucketsqty 2
Mopsqty 2
Trash bag holdersqty 4

Paper goods

Printer paperqty 2
Pen setsqty 4
Notepadsqty 24
Tapeqty 2
Writing clipboardsqty 24

Tips

Prepare the practice photos and files at least 3–5 days before the course, then open every file on a participant laptop to check compatibility and access.
Check software licenses and install or update the required applications no later than 48 hours before the course. Do not rely on participants having the right version.
Test the projector, screen, HDMI cables, adapters, speaker, extension cords, and power strips together at least 1 day in advance; keep one spare connection method available.
Close registration 3–5 days before the course so you can finalise the participant list, dietary requirements, confirmations, name badges, and catering quantities.
Arrive at the venue 90 minutes before the start. Set up each workstation, copy the practice files, test the presentation, and prepare coffee and tea before participants check in.

Frequently asked questions

How far in advance should I plan a photo editing course?: Start planning 4–6 weeks ahead if you need a venue, catering, or borrowed equipment. Finalise the programme and teaching materials at least 1 week before the course, then use the final 3–5 days for registrations and file checks.
When should I prepare the practice files for a photo editing course?: Prepare and test them 3–5 days before the session. Copy the files to every laptop or USB stick, open them in the selected software, and confirm that memory card readers and mice work.
How early should I arrive to set up a photo editing class?: Arrive 90 minutes before participants. Allow about 30 minutes for tables and workstations, 20 minutes for laptops and files, 15 minutes for the projector and presentation, and 10 minutes for registration and refreshments.
How many laptops and adapters do I need for a photo editing course?: Plan for one working laptop, mouse, and suitable power connection per participant, plus at least 1 spare laptop for a small class. Count the laptop ports in advance and provide one HDMI adapter per connection type, with 1–2 spare adapters and cables.

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