Sales training checklist: what to arrange and when

A sales training session needs more than a trainer and a presentation. You need a participant list, registrations, dietary information, practice cases, printed materials, and a room that is ready before anyone arrives. Plan the content and venue first, then prepare the handouts, name badges, catering, and equipment. On the day, allow time to arrange tables and chairs, test the laptop and projector, set up coffee and water, and register attendance at the reception desk.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Secure the trainer
Develop training program
Prepare practice cases
Complete the presentation
Print handouts
Make name badges
Remind participants
Do the shopping
2 people
Chill drinks
Prepare catering
2 people
Lay out presentation materials
Set up the training room
3 people
Set up tables
2 people
Set up chairs
2 people
Test the equipment
Set up flip charts
Set up the reception table
Set out coffee and tea

Event

Receive participants
2 people
Register attendance
Explain the training goals
Present the sales module
Guide practice sessions
2 people
Serve snack breaks
2 people
Refill drinks
Facilitate role-play exercises
2 people
Set up the dinner buffet
2 people
Serve dinner
2 people
Collect tableware
2 people
Lead the advanced sales exercise
2 people
Have action plans developed
Handle the closing

Aftercare

Pack leftovers
2 people
Switch off equipment
Clean up the space
3 people
Wash dishes
2 people
Clean the room
2 people
Return materials
Archive Participant Materials
Send thank-you message

What to bring

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

Furniture

Tablesqty 6
Chairsqty 24
Reception desk
Clothing rack
Waste binsqty 3

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Flipchart standsqty 2
Flipchart padsqty 4
Wireless presenter

Office supplies

Ballpoint pensqty 30
Notepadsqty 24
Name badgesqty 24
Badge holdersqty 24
Training foldersqty 24
Printed handoutsqty 30
Sticky notesqty 12
Markersqty 12
Flipchart markersqty 12

Tableware

Coffee cupsqty 30
Water glassesqty 30
Platesqty 30
Cutlery setsqty 30
Serving traysqty 4

Kitchen

Thermos flasksqty 3
Water carafesqty 4
Coolersqty 2
Serving tongsqty 4

Cleaning

Dishpan
Reusable cleaning clothsqty 8

Decorations

Directional signsqty 4

Catering

Groceries

Tips

Start the participant list at least 3–4 weeks before the training date. Send invitations early enough to process registrations and collect dietary requirements before catering is ordered.
Secure the trainer and training program before printing anything. Finish the presentation and practice cases at least 3 working days ahead, then print handouts and assemble training folders.
Set up the room 60–90 minutes before participants arrive. Arrange tables and chairs, place notepads, pens, name badges, and sticky notes, and keep flipchart markers with the flipchart stands.
Test the laptop, projector, projection screen, HDMI cable, wireless presenter, extension cords, and power strips before the session starts. A spare connection or adapter is easier to arrange the day before than during registration.
Prepare coffee, tea, chilled drinks, water carafes, glasses, plates, cutlery, and serving trays before the first arrival. Keep waste bins and a clothing rack near the reception area so the entrance does not become crowded.

Frequently asked questions

How far in advance should I plan a sales training session?: Start planning 3–4 weeks in advance for a small or medium-sized session. This gives you time to reserve the venue, secure the trainer, invite participants, process registrations, collect dietary requirements, and complete the program.
When should I send sales training invitations?: Send invitations at least 3 weeks before the training date. Set a registration deadline around 7 days before the session so you can confirm attendance, prepare name badges, print the correct number of handouts, and order catering.
How early should I set up the sales training room?: Arrive 60–90 minutes before participants are expected. Use that time to arrange tables and chairs, set out training materials, prepare the reception desk, test the presentation equipment, and organize coffee, tea, and water.
How many printed handouts should I prepare for sales training?: Prepare one complete set for every confirmed participant, plus 2–3 spare sets for late registrations or damaged pages. Print only after the presentation and practice cases are final, ideally at least 3 working days before the session.

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