Taster Lesson Day Checklist

A taster lesson day needs more than a timetable and a few open rooms. You need to coordinate trial classes, teachers, registrations, room layouts, equipment, refreshments and participant information in the right order. Start by fixing the programme and registration process, then confirm numbers and requirements before preparing rooms and materials. Use this checklist to keep the day organised from the first invitation to the final chair and projector check.

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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
Select trial classes
3 people
Assign teachers and supervisors
2 people
Finalize the room layout
2 people
Create a registration form
Draft invitations
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Confirm registrations
2 people
Make reservations
Publish the program online
Send reminder to participants
Prepare name badges
2 people
Print participant lists
Gather lesson materials
4 people
Check presentations
3 people
Test equipment
2 people
Do the shopping
2 people
Chill drinks
2 people
Prepare snacks
4 people
Prepare the reception desk
2 people
Hang up room signs
2 people
Set up tables
4 people
Set out chairs
4 people
Lay out teaching materials
4 people
Connect the technical equipment
2 people
Set up signage
2 people
Set up coffee station
2 people
Set up catering
3 people
Conduct a safety check
2 people
Brief the reception team
3 people
Hold a briefing with teachers
8 people
Prepare registration materials
2 people

Event

Receive participants
4 people
Register attendance
3 people
Hand out name badges
2 people
Explain the program
Assist trial lessons
8 people
Facilitate room changes
4 people
Answer visitors' questions
3 people
Refill drinks
2 people
Serve snacks
3 people
Keep diet meals separate
Keep break areas tidy
2 people
Check toilets
Empty trash bins
2 people
Take photos of activities
Provide training information
3 people
Serve coffee and tea
2 people
Guide visitors to the exit
2 people
Collect lost and found items

Aftercare

Switch off equipment
2 people
Gather lesson materials
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Clean coffee station
2 people
Clean the rooms
4 people
Clean the restrooms
2 people
Dispose of waste
2 people
Remove decorations
2 people
Return materials
2 people
Return borrowed items
2 people
Send thank-you email
Share photos with participants

What to bring

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

Furniture

Tablesqty 14
Chairsqty 120
Reception desk
Clothes racksqty 2
Waste binsqty 8

Equipment

Laptopsqty 8
Projectorsqty 6
Projection screensqty 6
Extension cordsqty 12
Power stripsqty 10
Portable speakersqty 4
Microphoneqty 2
Flip chartsqty 6
Whiteboardsqty 6
Chargersqty 10

Tableware

Coffee cupsqty 120
Drinking glassesqty 150
Platesqty 130
Knivesqty 130
Forksqty 130
Spoonsqty 130
Serving plattersqty 12
Serving spoonsqty 12

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 6
Cutting boardsqty 4
Knivesqty 6
Storage binsqty 12

Decorations

Room signsqty 12
Wayfinding signsqty 10
Balloonsqty 100
Balloon ribbonqty 3
Tableclothsqty 14
Flower arrangementsqty 6
Tapeqty 8
Arrow stickersqty 30

Catering

Name badgesqty 130
Wristbandsqty 130
Coffee filtersqty 150
Coffee spoonsqty 12
Sugar bowlsqty 6
Milk jugsqty 6
Serving plattersqty 12
Drink dispensersqty 4
Pitchersqty 8
Groceries

Cleaning

Bucketsqty 4
Mopsqty 4
Broom setsqty 3
Cleaning glovesqty 8
Hand soap dispensersqty 6
Trash bag holdersqty 8
Toilet brushesqty 4

Tips

Set the date and trial-class programme before opening registration. Publish the start and end times for each class, including enough time for arrivals, room changes and questions.
Close registrations early enough to act on the final numbers. Confirm each participant, collect dietary requirements, and print an updated participant list and name badges before the event day.
Check every teaching room at least one day ahead. Test laptops, projectors, screens, speakers, microphones, chargers and extension cords in the rooms where they will actually be used.
Prepare the reception desk before participants arrive. Keep the registration list, name badges, programme information and clear room signs together so one person can check people in without searching.
Plan refreshments around the programme rather than leaving them until the last hour. Chill drinks, prepare snacks, set out cups, glasses and plates, and keep coffee equipment, thermos flasks and serving utensils ready before the first class ends.

Frequently asked questions

How far in advance should I organise a taster lesson day?: Set the date and programme at least 4–6 weeks ahead if several trial classes or teachers are involved. Open registration once the classes, rooms and supervisors are confirmed, and send a reminder 2–3 days before the event.
When should I close registration for a taster lesson day?: Close registration 3–5 days before the event so you can confirm attendance, collect dietary requirements and adjust room layouts. Print the final participant lists and name badges after the closing time.
How many teachers and supervisors do I need?: Assign at least one teacher to each trial class and one supervisor for reception and participant movement. Add another supervisor when classes run at the same time or participants must change rooms between sessions.
When should I test the equipment for a taster lesson day?: Test projectors, screens, laptops, speakers, microphones and power connections at least one day before the event. Repeat a quick check 60–90 minutes before participants arrive, including presentations and chargers.

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.