Project management training checklist

A project management training session depends on more than a trainer and a presentation. You need to define the learning objectives, build the programme, confirm the venue and prepare every participant-facing detail before the day itself. This checklist covers the sequence from planning and invitations to catering, materials, room setup and registration. Use it to spot the tasks people often leave until the last minute, such as testing adapters, printing handouts and confirming dietary requirements.

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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
Create training program
Reserve training venue
Secure the trainer
Send invitations
Process registrations
Collect dietary requirements
Determine catering quantities
Order catering
Finalize the participant list
Send reminder
Develop training materials
Prepare practical assignments
Print handouts
Make name badges
Do the shopping
2 people
Check the presentation
Test the laptop and projector
2 people
Prepare materials
2 people

Event

Open training room
2 people
Set up tables and chairs
3 people
Set up presentation and flip charts
2 people
Set out coffee and tea
2 people
Register participants
2 people
Welcome participants
Give Training Introduction
Lead the first training block
Provide coffee break
2 people
Lead the second training block
Set up the dinner buffet
3 people
Serve dinner
2 people
Refill drinks
Lead the third training block
Supervise practical assignment
2 people
Wrap-up and handle questions
Register attendance

Aftercare

Clear the training room
3 people
Wash dishes
2 people
Collect waste
2 people
Clean the room
2 people
Pack equipment
2 people
Store leftover materials
Return borrowed materials
Share presentation materials digitally
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Registration desk
Trainer table
Stoolsqty 4

Equipment

Laptop
Projector
Projector screen
HDMI cableqty 2
HDMI adapterqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless presenter
Bluetooth speaker

Presentation

Flip chartqty 2
Flip chart paperqty 2
Whiteboard
Whiteboard markersqty 8
Pensqty 25
Notepadsqty 25
Name badgesqty 25
Foldersqty 25
Printer paperqty 250
Sticky notesqty 10
Paper tapeqty 4

Tableware

Coffee cupsqty 30
Glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving plattersqty 8

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Serving utensilsqty 8

Cleaning

Waste binsqty 3
Trash bag holdersqty 3
Hand soap dispensersqty 2
Washing-up tubsqty 2
Cleaning clothsqty 6

Groceries

Groceries

Tips

Set the learning objectives before writing the programme. Use them to decide which practical assignments, handouts and presentation materials participants actually need.
Confirm the venue, trainer and equipment early enough to solve compatibility problems. Test the laptop, projector, HDMI cable and adapter before participants arrive, not during the opening session.
Close registrations before ordering catering. Use the final participant list and collected dietary requirements to determine quantities for coffee, tea, glasses, plates and serving equipment.
Prepare printed materials in batches: handouts, folders, name badges, notepads and pens should be ready before the room opens. Keep a few blank badges and spare copies at the registration desk.
Plan the room setup around the training format. Allow time to arrange tables and chairs, position the trainer table, set up the flip chart and whiteboard, and place coffee and tea before registration starts.

Frequently asked questions

How far in advance should I organise project management training?: Start planning at least 6 to 8 weeks before the training date. That gives you time to secure the venue and trainer, send invitations, process registrations and order catering after the participant list is clearer.
When should I send the reminder for project management training?: Send the reminder 3 to 5 working days before the session. Include the start time, venue details, what participants should bring and any practical information about registration or catering.
How much catering do I need for a training day?: Base the order on the final participant list and add about 5 to 10 percent extra for drinks and individually served items. Confirm dietary requirements before placing the order, ideally at least 7 days in advance.
How early should I set up the training room?: Open the room at least 60 to 90 minutes before participants arrive. Use that time to arrange the tables and chairs, test the presentation, connect the projector, prepare the flip charts and set out registration materials.

Start this plan in Lizzt

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