PowerPoint Training Checklist

Use this checklist to organise a PowerPoint training session from the first course outline to participant registration. Start by defining the learning objectives, booking the room and confirming the trainer, then allow time for registrations, dietary information and catering. In the final week, check the presentation files, laptop software and equipment rather than relying on a last-minute test. On the day, arrive early enough to arrange seating, laptops, projection, refreshments and the reception table before participants arrive.

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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 learning objectives and program
Book training room
Secure the trainer
Send invitations
Process registrations
Collect dietary requirements
Order catering
Check participant list
Prepare the PowerPoint files
Check the laptop software
2 people
Test presentation equipment
2 people
Print handouts
Prepare name badges
Pack training materials
2 people
Do the shopping
2 people
Open and check the room
2 people
Set up tables and chairs
3 people
Set out laptops and chargers
3 people
Set up projector and screen
2 people
Check internet connection
Set up catering
2 people
Set up the reception table
Prepare coffee and tea
2 people

Event

Receive participants
2 people
Register attendance
Explain the program and house rules
Demonstrate PowerPoint basics
Guide the slide layout practice
2 people
Serve coffee break
2 people
Refill coffee and tea
Demonstrate presentation techniques
Guide exercises individually
3 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Refill drinks
Present final assignment
Distribute certificates and materials
Check out participants

Aftercare

Secure laptops and files
2 people
Disconnect and pack equipment
2 people
Wash dishes
2 people
Collect and remove waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Return keys and access passes
Return borrowed equipment
Send presentations to participants

What to bring

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

Furniture

Training chairsqty 32
Tablesqty 10
Reception desk

Equipment

Laptopsqty 30
Laptop chargersqty 30
Projector
Projection screen
Presentation clicker
HDMI cablesqty 3
HDMI adaptersqty 4
Power stripsqty 8
Extension cordsqty 8
USB sticksqty 5

Office supplies

Notepadsqty 32
Ballpoint pensqty 40
Name badgesqty 35
Handoutsqty 35
Presentation certificatesqty 35
Flip chart
Flip chart paper
Markersqty 12

Tableware

Coffee cupsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving boardsqty 4

Kitchen

Coffee machinesqty 2
Thermos flasksqty 4
Water jugsqty 4
Coolersqty 2

Cleaning

Waste binsqty 4
Cleaning clothsqty 10
Dish brushesqty 2

Catering

Groceries

Tips

Set the programme and learning objectives before opening registrations, so invitations state the session length, expected skill level and what participants should bring. Keep the final programme ready before sending invitations.
Close registrations early enough to order catering and prepare materials. Check the participant list and dietary requirements at least 3–5 working days before the training.
Test the presentation on the actual laptop with the projector, screen, clicker, HDMI cables and any adapters at least one day before the session. Keep the files on a USB stick as a backup.
Pack one complete participant set per attendee, including a laptop and charger where provided, notepad, pen, name badge and handouts. Add a few spare pens, cables and printed handouts for last-minute changes.
Open the room 60–90 minutes before the start time. Check the internet and power, arrange tables and chairs, set up the reception desk, prepare coffee and tea, and run through the first presentation slide before registration begins.

Frequently asked questions

How far in advance should I organise a PowerPoint training session?: Start planning 4–6 weeks ahead if you need to book a trainer and training room. Send invitations once the programme, date and capacity are confirmed, then set a registration deadline at least 5 working days before the session.
When should I test the projector and PowerPoint presentation?: Run a full equipment test at least 1 day before the training and repeat a short check 60–90 minutes before participants arrive. Test the laptop, presentation files, projector, screen, clicker, HDMI connections and internet together.
How many laptops and chargers do I need for PowerPoint training?: Prepare one working laptop and one charger for each participant who needs hands-on practice. Add at least 1 spare laptop and charger if the budget or equipment allows, and label chargers before setting up.
When should I order catering for a training session?: Confirm the participant count and dietary requirements 3–5 working days before the session, then place or update the catering order. Set up coffee, tea, water, cups, glasses, plates and cutlery before registration starts.

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