Taster lesson day checklist

A taster lesson day needs more than a timetable and a few teachers. You need to match participants to sessions, prepare different types of practice equipment, and make arrival simple for people who may not know the venue. Use the plan below in order: confirm the programme first, then handle registrations and logistics, and leave room setup, refreshments and staff briefings for the final day. The checklist includes 42 tasks and 40 items to help you track the details that are easy to miss.

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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
Confirm teachers and supervisors
2 people
Reserve rooms and times
Describe trial lessons
2 people
Create a registration form
Send invitations
2 people
Put up publicity
2 people
Process registrations
Collect dietary requirements
Assign participants
2 people
Send the final program
Check materials
2 people
Check the shopping list
Do the shopping
2 people
Collect materials
3 people
Post Route and Parking Information
2 people
Open venue
2 people
Clean rooms
3 people
Set up tables and chairs
4 people
Set Out Taster Lesson Materials
4 people
Set up the reception desk
2 people
Prepare coffee and tea
2 people
Chill drinks
2 people
Brief the teachers
2 people
Lay out attendance lists

Event

Receive participants
3 people
Register attendance
2 people
Explain the program
Assist trial lessons
6 people
Serve break snacks
2 people
Refill drinks
2 people
Answer visitors' questions
2 people
Take sign-ups for follow-up classes
2 people
Support the evening program
4 people
Wave goodbye to visitors
2 people

Aftercare

Collect materials
4 people
Wash dishes
2 people
Remove waste
2 people
Clean rooms
3 people
Put furniture back
4 people
Return borrowed materials
2 people
Call participants back
2 people

What to bring

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

Furniture

Tablesqty 8
Chairsqty 60
Bar stoolsqty 6
Clothes racksqty 2
Waste binsqty 6

Tableware

Coffee cupsqty 60
Water glassesqty 60
Platesqty 60
Cutlery setsqty 60
Pitcherqty 4

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Extension cordsqty 4
Power stripsqty 4
Bluetooth speakersqty 2
Microphone

Sports equipment

Practice matsqty 20
Pilates ballsqty 12
Resistance bandsqty 20
Practice sticksqty 12
Conesqty 20
Towelsqty 30

Decorations

Name badgesqty 70
Program flyersqty 80
Wayfinding signsqty 8
Tableclothsqty 8

Lighting

LED lampsqty 6

Office

Clipboardsqty 6
Pensqty 30
Markersqty 12
Tapeqty 4
Writing paperqty 200
Envelopesqty 80

Catering

Thermos flasksqty 4
Drink dispensersqty 3
Groceries

Cleaning

Broomqty 2
Mopqty 2
Bucketsqty 2

Tips

Close registration at a defined time, ideally 3–5 days before the event. Use the final numbers to assign participants, collect dietary requirements and send the confirmed programme.
Check each room against its lesson before opening day. Allow at least 60 minutes for tables and chairs, practice mats, Pilates balls, resistance bands, sticks, cones and other materials to be placed safely.
Send route and parking information with the final programme, not only in the original invitation. Include the arrival time, reception desk location and what participants should do if they arrive late.
Brief teachers and supervisors before participants arrive. Give them the room assignment, attendance list, lesson description, start and finish times, and a clear contact person for problems.
Prepare refreshments and reception separately from the lesson setup. Set out name badges, clipboards and pens, start coffee and tea shortly before doors open, and chill drinks early enough that they are ready at arrival.

Frequently asked questions

How far in advance should I organise a taster lesson day?: Set the date and confirm teachers and rooms at least 6–8 weeks ahead. Open registration early enough to allow 3–5 days for processing registrations and assigning participants before sending the final programme.
How long should taster lessons be?: Allow 30–60 minutes per taster lesson, depending on the subject and the time needed to move between rooms. Add at least 10–15 minutes between sessions for arrival, equipment changes and late participants.
When should I send the final taster lesson programme?: Send it 3–5 days before the event, after registrations, dietary requirements and participant assignments are checked. Include room names, start times, route and parking information, and any items participants need to bring.
How early should the venue be opened for a taster lesson day?: Open the venue at least 60–90 minutes before the first lesson. This gives you time to clean rooms, arrange furniture, place lesson materials, set up reception, prepare refreshments and brief teachers without rushing.

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