Taster Lesson Day Checklist

A taster lesson day needs more than a timetable and a few open rooms. You need to coordinate teachers, trial lesson spaces, registrations, teaching materials, refreshments and check-in so participants can move smoothly through the day. Start with the programme and venue, then open registration, confirm numbers and prepare each room separately. This checklist also covers the details that are often left until the last minute, such as dietary requirements, name badges, attendance lists and equipment tests.

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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
Determine trial lessons and teachers
2 people
Reserve venue and rooms
Confirm teachers and supervisors
2 people
Create a registration form
Send invitations
2 people
Publish sample lessons online
Process registrations
Collect dietary requirements
Send reminder to participants
Create the layout for each sample lesson
2 people
Print attendance lists
Check teaching materials
2 people
Do the shopping
2 people
Chill drinks
Prepare name badges
Set up the registration table
2 people
Set up tables and chairs
3 people
Set up trial lesson rooms
4 people
Lay out teaching materials by room
3 people
Hang up decorations
2 people
Set up the coffee and tea station
2 people
Test equipment and music
2 people
Hold a briefing for supervisors
3 people

Event

Handle check-in and registration
3 people
Guide participants to the rooms
2 people
Give welcome speech
Provide trial lessons
6 people
Answer participants' questions
2 people
Refill coffee and tea
2 people
Refill drinks
2 people
Serve snacks
2 people
Register for Follow-up Classes
2 people
Inform participants about what comes next
2 people
Gather teaching materials
4 people

Aftercare

Clean up the rooms
4 people
Wash dishes
2 people
Collect and remove waste
2 people
Clean the venue
3 people
Put furniture back
3 people
Return borrowed materials
2 people
Follow up with participants

What to bring

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

Furniture

Tablesqty 10
Chairsqty 60
Registration desk
Coat racksqty 2

Tableware

Coffee cupsqty 60
Glassesqty 60
Platesqty 60
Cutlery setsqty 60
Serving boardsqty 6

Equipment

Coffee machinesqty 2
Kettlesqty 2
Coolersqty 3
Bluetooth speakersqty 2
Extension cordsqty 4
Power stripsqty 4
Flip chartqty 2
Projector

Kitchen

Thermos flasksqty 4
Serving jugsqty 4
Serving spoonsqty 6
Cutting boardsqty 2
Knivesqty 4
Serving tongsqty 4

Decorations

Balloonsqty 100
Buntingqty 8
Tableclothsqty 10
Name card holdersqty 60

Lighting

String lightsqty 4

Sports equipment

Sample lesson materialsqty 6
Practice matsqty 20
Demonstration materialsqty 6

Cleaning

Bucketsqty 2
Mopsqty 2
Broom and dustpanqty 2

Catering

Coffee and teapotsqty 4
Groceries

Tips

Set the date, programme and trial lessons before opening registration. Confirm each teacher and supervisor early enough to replace anyone who becomes unavailable, and publish the sample lessons with clear start times and room information.
Close or review registrations several days before the event so you can print attendance lists, prepare name badges and assign people to rooms. Use the final registration data to check dietary requirements rather than relying on last-minute questions.
Prepare a separate layout for every sample lesson. Place the tables, chairs, practice mats and teaching materials according to the activity, then label or group materials by room so supervisors are not searching during the session.
Test projectors, Bluetooth speakers, extension cords and power strips in the actual rooms before participants arrive. Do this during setup, not when a lesson is about to start, and keep spare connection options available if equipment is moved.
Set up check-in, coat racks and refreshments before opening the doors. Chill drinks, fill thermos flasks and arrange coffee and tea supplies early; a registration table with printed lists and name badges prevents queues during the first 15 minutes.

Frequently asked questions

How far in advance should I organise a taster lesson day?: Set the date and programme at least 6–8 weeks ahead, especially if several teachers or rooms are involved. Open registration once the sample lessons, venue and timetable are confirmed.
When should I send a reminder for a taster lesson day?: Send the main reminder 3–5 days before the event, including arrival time, room details and what participants should bring. Review the final registrations at the same time so attendance lists and name badges are accurate.
How many rooms do I need for a taster lesson day?: Plan one suitable room for each lesson running at the same time, plus enough space for check-in and refreshments. If two lessons overlap, reserve at least two teaching rooms and check that each has the required floor area and equipment.
When should I set up the lesson rooms and equipment?: Finish the room layouts, teaching materials and equipment checks at least 60–90 minutes before the first lesson. This leaves time to solve power, seating or missing-material problems before check-in becomes busy.

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