Shadowing day checklist: what to arrange and when

A shadowing day depends on tight timing: visitors need the right room, escort and programme from the moment they arrive. Start by fixing the date, programme and room bookings, then confirm teachers, supervisors and registrations. In the final week, prepare badges, route signs, printed programmes, catering and room materials. On the day itself, allow time to test screens, set up reception and brief everyone before visitors 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

Set the date and program
2 people
Reserve rooms and tour
Schedule teachers and supervisors
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Create the attendance list
Prepare the escort briefing
Prepare name badges
2 people
Print programs
Print route signs
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
3 people
Separate catering by diet
2 people
Distribute materials by room
3 people
Set up the reception area
3 people
Set up tables and chairs
4 people
Test presentations and screens
2 people
Hang up route signs
2 people
Set up the coffee station and buffet
3 people
Conduct a safety check
2 people
Brief chaperones
2 people

Event

Staff the registration desk
2 people
Welcome visitors
3 people
Hand out name badges
2 people
Deliver the opening presentation
2 people
Guide groups to classrooms
6 people
Supervise shadowing lessons
8 people
Give tours
4 people
Answer questions at information points
3 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Serve dinner
4 people
Close the program
2 people
See visitors out
3 people

Aftercare

Collect waste
3 people
Wash dishes
3 people
Clear tables and chairs
4 people
Clean the rooms
4 people
Switch off equipment
2 people
Remove decorations and signage
2 people
Return borrowed materials
2 people
Store leftover stock
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 70
Registration desk
Buffet tablesqty 3
Stoolsqty 12

Tableware

Reusable cupsqty 90
Platesqty 80
Bowlsqty 30
Cutlery setsqty 80
Coffee cupsqty 50
Serving spoonsqty 8

Equipment

Coffee machinesqty 2
Kettlesqty 2
Projector
Projection screen
Laptopsqty 3
Extension cordsqty 6
Power stripsqty 6
Portable speakersqty 2

Kitchen

Serving traysqty 6
Cutting boardsqty 4
Chef’s knives and bread knivesqty 6
Coolersqty 4
Thermos flasksqty 6
Water carafesqty 8

Office supplies

Name badgesqty 80
Pensqty 80
Program leafletsqty 80
Presentation foldersqty 10
Clipboardsqty 10
Tapeqty 6
Scissorsqty 4
Markersqty 12
Directional signsqty 20

Decorations

Tableclothsqty 10
Buntingqty 6
Flower arrangementsqty 6

Lighting

Mood lightingqty 4

Cleaning

Waste binsqty 8
Cleaning bucketsqty 3
Broom and dustpanqty 3
Mopsqty 3
Cleaning glovesqty 6
Microfiber clothsqty 20

Catering

Groceries

Tips

Set the date and programme before sending invitations, then reserve the rooms and tour route so the schedule matches the spaces available.
Close registrations early enough to create an attendance list and collect dietary requirements. Use the final list to separate catering and prepare name badges without last-minute changes.
Prepare one escort briefing for every teacher or supervisor. Include the timetable, meeting point, route and what to do if a visitor is missing.
Test laptops, projectors, screens, speakers, extension cords and power strips in the actual rooms at least one day before the shadowing day, not when the first group arrives.
Finish reception, coffee, buffet and route-sign setup before registration opens. Keep programmes, pens, clipboards and presentation folders together at the registration desk.

Frequently asked questions

How far in advance should I organise a shadowing day?: Set the date and programme at least 6–8 weeks ahead, especially if several teachers, supervisors and rooms are involved. Send invitations once the timetable and tour route are confirmed.
When should registrations close for a shadowing day?: Close registrations 7–10 days before the event. That gives you time to create the attendance list, collect dietary requirements, print name badges and separate catering by diet.
What should I prepare the day before a shadowing day?: Print programmes, badges and route signs, distribute materials by room, chill drinks and test every presentation setup. Complete the safety check and confirm the escort briefing before the team leaves.
How early should staff arrive for a shadowing day?: Have organisers and chaperones arrive at least 60 minutes before visitors. Use that time to set up reception, tables, coffee and buffet service, hang route signs and brief the registration team.

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