Programming course checklist

A programming course needs more than a solid lesson plan. You also need tested code, working accounts, suitable laptops, reliable Wi-Fi, and clear participant information. Start by defining the learning objectives and building the modules, then allow time for exercises, starter code, and teaching materials. In the final week, confirm registrations and dietary requirements, test every technical setup, and prepare the room. This checklist also covers the practical details people often leave until the last day, including chargers, adapters, name badges, drinks, and printed worksheets.

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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

Record learning objectives
Develop program and modules
Select exercises and assignments
Prepare teaching materials
Prepare starter code
Test code examples
Reserve venue
Record teacher and assistant
Send invitations
Process registrations
Update participant list
Collect dietary requirements
Send participant information
Check software requirements
Configure laptops
2 people
Test accounts and files
2 people
Test Wi-Fi and network
Print worksheets and certificates
Prepare name badges
Do the shopping
2 people
Chill drinks
Prepare snacks and sandwiches
2 people
Set up tables and chairs
3 people
Set out laptops and chargers
2 people
Connect presentation screen
Distribute teaching materials per table
2 people
Set up the coffee and tea station
Set up the registration table

Event

Receive participants
2 people
Hand out name badges
Open course and safety rules
Give the introductory module
Guide the programming exercise
2 people
Serve coffee break
2 people
Refill drinks
Give the advanced module
Set up the evening meal
2 people
Serve dinner
2 people
Supervise practical assignment
2 people
Moderate the Q&A
Discuss final assignment
2 people
Hand out certificates
Check out participants

Aftercare

Shut down and collect laptops
2 people
Collect waste
2 people
Wash dishes
2 people
Clear tables and chairs
3 people
Return equipment
2 people
Clean the room
2 people
Store leftover materials
Archive work files

What to bring

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

Furniture

Tablesqty 7
Chairsqty 28
Registration desk

Equipment

Laptopsqty 25
Laptop chargersqty 25
Backup laptopsqty 2
Presentation screen
HDMI cablesqty 2
HDMI adaptersqty 3
Power stripsqty 8
Extension cordsqty 8
Wi-Fi router
Wireless miceqty 25
USB sticksqty 5

Tableware

Coffee cupsqty 30
Drinking glassesqty 30
Platesqty 30
Cutlery setsqty 30

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving traysqty 4
Cutting boardsqty 2
Bread knivesqty 2
Serving tongsqty 4

Stationery

Name badgesqty 30
Pensqty 35
Notepadsqty 30
Worksheetsqty 30
Certificatesqty 30
Flip chart
Flip chart paper
Markersqty 6

Cleaning

Waste binsqty 4
Towelsqty 6
Washing-up tubsqty 2
Cleaning glovesqty 4

Catering

Groceries

Tips

Test every code example on the same operating system and software version participants will use, and keep a backup copy on a USB stick. A broken setup can cost 15–30 minutes at the start of a session.
Check software requirements at least 7 days before the course. Ask participants to test their accounts and files in advance, then bring backup laptops for anyone whose device cannot be configured.
Send participant information no later than 3–5 days before the course. Include the start time, venue details, required software, what to bring, and how to report dietary requirements.
Reserve time for the physical setup on the day: allow about 60 minutes for tables, chairs, laptops, chargers, power strips, the presentation screen, HDMI adapters, and Wi-Fi testing.
Plan refreshments for the timetable, not just the headcount. Have coffee, chilled drinks, snacks, and sandwiches ready before the first break, with cups, glasses, plates, cutlery, trays, and serving tongs available.

Frequently asked questions

How far in advance should I plan a programming course?: Start the learning objectives and module plan at least 6–8 weeks before the course. Reserve the venue and confirm the teacher or assistant early, then use the final 2 weeks for registrations, software checks, and materials.
When should participants receive programming course information?: Send the practical information 3–5 days before the course, after processing registrations and checking the participant list. Ask for dietary requirements and confirm software requirements at the same time.
How long does it take to set up a programming course venue?: Allow at least 60 minutes for the room and technical setup. Add another 15–30 minutes if laptops, accounts, files, Wi-Fi, or the presentation screen have not been tested together beforehand.
How many backup laptops do I need for a programming course?: Prepare at least 1 backup laptop for every 10–15 participants, with a minimum of 2 for a class of up to 30 people. Test the backup devices, chargers, accounts, and required files before teaching day.

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