Study Day Checklist

A study day needs more than a timetable and a few speakers. You need to coordinate rooms, presentations, registration, workshop materials, catering and technical checks in the right order. Start by confirming the program and speakers, then collect registrations and dietary requirements early enough to brief catering. On the day, allow time to open and ventilate rooms, set up the reception desk, test every presentation and prepare coffee before participants arrive. This checklist keeps the practical work together.

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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 program and theme
2 people
Confirm speakers and guides
2 people
Reserve spaces and equipment
Send invitations
2 people
Process registrations
Collect dietary requirements
Send program to attendees
Collect presentations
Print out activities and assignments
2 people
Prepare name badges
2 people
Do the shopping
2 people
Check catering and diet meals
2 people
Prepare participant list and badges
2 people
Open and ventilate rooms
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Test presentations and equipment
2 people
Set up coffee and tea station
2 people
Lay out welcome materials
2 people

Event

Register participants
3 people
Explain the opening and program
2 people
Supervise lectures and workshops
6 people
Serve coffee break
3 people
Refill drinks
2 people
Tidy up the break rooms
2 people
Guide group assignments
6 people
Set up the dinner buffet
4 people
Serve dinner
5 people
Serve diet meals separately
2 people
Collect tableware and waste
3 people
Support the evening program
4 people
Provide the closing and thank-you speech
2 people
See participants off
2 people

Aftercare

Switch off equipment
2 people
Put furniture back
4 people
Wash dishes
3 people
Remove waste
2 people
Clean rooms
3 people
Return borrowed materials
2 people
Send thank-you message to participants

What to bring

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

Furniture

Tablesqty 12
Chairsqty 70
Registration desk
Buffet tablesqty 3
Waste binsqty 6

Equipment

Laptopsqty 2
Projectorsqty 3
Projection screensqty 3
HDMI cablesqty 4
HDMI adaptersqty 4
Wireless presentation set
Portable speakersqty 2
Microphonesqty 2
Power stripsqty 6
Extension cordsqty 6

Tableware

Platesqty 75
Bowlsqty 75
Glassesqty 80
Mugsqty 70
Cutlery setsqty 75

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Coolersqty 3
Serving traysqty 6
Serving spoonsqty 8
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4

Decorations

Name badgesqty 70
Table signsqty 8
Directional signsqty 8
Flip chartsqty 4
Markersqty 24
Tapeqty 6
Pensqty 80
Notepadsqty 70

Cleaning

Trash binsqty 6
Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2
Cleaning glovesqty 6

Catering

Groceries

Tips

Confirm speakers, guides and room bookings before sending invitations. Include the session times, room layout and equipment needed for each lecture or workshop so late changes do not affect setup.
Close registration at a fixed time, ideally 5–7 days before the study day. Use the final participant list to prepare name badges, print activities and assignments, and give catering an accurate dietary count.
Test every laptop, projector, screen, HDMI cable, adapter, microphone and presentation before doors open. Keep spare adapters, extension cords and power strips at the registration desk or with the technical lead.
Set up coffee, tea, water and cups before registration begins, then plan one person to refill drinks during the break. A coffee station that runs empty is easy to prevent but often gets overlooked while workshops are running.
Allow at least 30 minutes after the final session for clearing break rooms, collecting equipment and checking waste bins. Assign cleanup before the day starts, rather than leaving it to the last person still in the building.

Frequently asked questions

How far in advance should I organize a study day?: Confirm the theme, speakers, rooms and equipment at least 6–8 weeks ahead. Send invitations once the core program is stable, then close registrations 5–7 days before the event.
How many people should staff registration for a study day?: Plan one registration person for every 50–75 attendees when most people arrive within the same 30-minute window. Add a second person if you expect more than 75 arrivals or need to check dietary details on arrival.
When should I test the presentations and equipment?: Run a full technical check 60–90 minutes before participants arrive. Test each laptop, projector, screen, cable, adapter, microphone and presentation in the room where it will be used.
How much coffee and tea do I need for a study day?: For the first break, plan roughly 2 cups of hot drinks per participant, then adjust for the length of the day. Set out extra mugs, thermos flasks, milk, sugar and water so the station can be refilled without interrupting the program.

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