Study day checklist: what to arrange and when

A study day needs more than a programme and a room. You also need to coordinate speakers, registrations, dietary requirements, presentations, catering and technical equipment before the day itself. This checklist covers the planning sequence from setting the date through registration and the opening session. Use it to keep late details—such as presentation files, name badges, adapters and lunch numbers—from becoming last-minute problems.

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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 the venue and hall
Secure speakers and trainers
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Send program to attendees
Collect presentations
Test equipment and connections
2 people
Order catering
Prepare name badges
Print handouts
Set up evaluation forms
Do the shopping
2 people
Bring materials to the venue
2 people
Check room layout
2 people
Prepare registration table
Set up tables and chairs
3 people
Set up presentations
2 people
Set out coffee and tea
2 people
Set up lunch buffet
2 people

Event

Reception and registration
2 people
Escort participants to the hall
Explain the opening and program
Facilitate presentations
2 people
Provide coffee break
2 people
Refill drinks
Lead work sessions
3 people
Serve lunch buffet
3 people
Clear the lunch tables
2 people
Guide afternoon sessions
3 people
Provide lunch break
2 people
Restock drinks and snacks
Lead the closing session
2 people
Distribute evaluation forms
Closing and thank-you speech

Aftercare

Collect used materials
2 people
Wash dishes and glasses
2 people
Sort and remove waste
2 people
Leave the hall clean and empty
3 people
Power Down and Pack Up Equipment
2 people
Clear away leftover catering
2 people
Return materials
2 people
Return borrowed materials
Send participants a thank-you email
Collect Evaluation Forms

What to bring

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

Furniture

Tablesqty 8
Chairsqty 50
Buffet tableqty 2
Clothes hangersqty 2

Equipment

Laptopqty 2
Projector
Projection screen
HDMI cableqty 3
HDMI adapterqty 3
Extension cordqty 4
Power stripqty 4
Wireless microphone
Speakerqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Serving traysqty 4
Serving spoonsqty 6
Bread knivesqty 2
Cutting boardsqty 3
Coolersqty 2

Registration

Name badgesqty 55
Badge holdersqty 55
Pensqty 60

Presentation

Notepadsqty 55
Flip chartqty 2
Flip chart sheetsqty 2
Markersqty 12
Worksheetsqty 55
Evaluation formsqty 55

Cleaning

Waste binsqty 4
Cleaning clothsqty 8
Dish brushesqty 2

Catering

Groceries

Tips

Set the date and programme before inviting people, then reserve the venue and hall as soon as the timetable is stable. Build in at least one short break so the catering and room reset fit the schedule.
Close registrations several days before the study day and use the final list to confirm dietary requirements, print name badges and order lunch. Keep a small number of blank badges and spare pens at the registration table.
Collect every presentation before the event and test it on the actual laptop, projector, screen, HDMI cable and adapter. Do this at the venue, not only on the organiser’s computer, because connections and display settings can differ.
Prepare the room in a clear sequence: tables and chairs first, then the presentation area, registration table, coffee and tea station and lunch buffet. Check power access before placing furniture, and bring extension cords and power strips where needed.
Pack materials by function and bring them to the venue before participants arrive. Keep handouts, notepads, flip-chart supplies, badges and evaluation forms together so the registration team does not have to search during the first session.

Frequently asked questions

How far in advance should I organise a study day?: Start at least 6 to 8 weeks ahead if you need a venue, speakers and catering. Send invitations once the date, programme outline and registration process are confirmed.
When should I order catering for a study day?: Place the catering order after registrations close, normally 5 to 7 days before the event. Confirm the final headcount and dietary requirements at the same time, then keep a few extra portions if the budget allows.
When should I test the projector and presentations?: Collect presentation files 3 to 5 days before the study day and test them together. Repeat the equipment check at the venue at least 60 minutes before registration starts, including the microphone, HDMI connection and power supply.
How early should organisers arrive for a study day?: Arrive at least 90 minutes before participants are expected. That gives you time to arrange tables and chairs, set up the registration desk, prepare coffee and tea, check the lunch area and resolve technical issues.

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.