Taster Lesson Day Checklist

Use this checklist to organise a taster lesson day from the first programme decisions to opening the sports halls. Start with the date, venues and session timetable, then allow time for registrations, consent forms and coach briefings. Before the day, confirm participants, prepare signs and labels, and check every sports item needed for each session. On the morning, set up reception, changing rooms, tables, chairs and equipment before the first arrival.

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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 sports halls
Plan taster sessions and trainers
2 people
Create a registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Confirm participants
2 people
Prepare consent forms
Prepare the coaches' briefing
2 people
Assign volunteers
2 people
Make route and hall signs
Check sports equipment stock
2 people
Compile shopping list
2 people
Order catering
Prepare name labels
2 people
Print participant lists
Do the shopping
2 people
Set out sports equipment
3 people
Check participant list
2 people
Open venue
2 people
Check the halls and changing rooms
2 people
Set up tables and chairs
4 people
Set up the reception desk
2 people
Set up sports stations
4 people
Hang decorations and signage
2 people
Set up coffee and drinks station
2 people
Set out snacks and fruit
2 people
Brief trainers and volunteers
3 people

Event

Staff the reception desk
3 people
Register participants
3 people
Hand out name tags
2 people
Guide participants to the rooms
3 people
Assist trial lessons
8 people
Refill drinks
2 people
Restock snacks and fruit
2 people
Check changing rooms
2 people
Change sports stations
3 people
Supervise breaks
3 people
Provide membership information
2 people
Provide the closing demonstration
4 people
Record sign-ups for follow-up classes
2 people
See participants off
2 people

Aftercare

Dismantle sports equipment
4 people
Clear tables and chairs
4 people
Wash dishes
3 people
Collect waste
2 people
Clean halls and changing rooms
3 people
Lock up the venue
2 people
Put the sports equipment back
3 people
Return borrowed materials
2 people
Follow up with participants
2 people

What to bring

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

Furniture

Chairsqty 80
Tablesqty 10
Clothes racksqty 2
Tableclothqty 6

Sports equipment

Exercise matsqty 20
Training ballsqty 20
Conesqty 40
Hoopsqty 12
Skipping ropesqty 12
Training bibsqty 30
Resistance bandsqty 15
Mini goalsqty 4
Tennis netsqty 2
Volleyballsqty 8
Basketballsqty 8
Badminton setsqty 6
Shuttlesqty 12

Equipment

Stopwatchesqty 6
Bluetooth speakerqty 2
Extension cordsqty 3
Power stripsqty 3

Tableware

Reusable cupsqty 100
Platesqty 80
Cutlery setsqty 80
Coffee potsqty 3

Kitchen

Coolersqty 4
Serving traysqty 6
Water jugsqty 6
Cutting boardsqty 3
Bread knivesqty 3

Decorations

Balloonsqty 100
Buntingqty 6
Name badge holdersqty 80
Information boardsqty 8

Lighting

LED string lightsqty 4

Cleaning

Bucketsqty 3
Mopsqty 3
Broom setsqty 3
Waste binsqty 6

Safety

First aid kitsqty 2
Ice packqty 6
Non-slip matsqty 6

Catering

Groceries

Tips

Set the programme before inviting people: include each taster session, its start and finish time, the hall used and the trainer responsible. This gives registration forms and invitations clear information.
Close registrations early enough to process names, dietary requirements and consent forms. A practical deadline is 3 to 5 days before the event, leaving time to confirm participants and print lists.
Brief coaches and volunteers separately. Give coaches the session timetable and equipment plan; give volunteers clear jobs for reception, signs, changing rooms and directing participants between halls.
Check equipment by session rather than as one general pile. Count items such as exercise mats, balls, cones, hoops, skipping ropes and training bibs, then place each set in the correct hall before doors open.
Set up reception with participant lists, name labels, consent forms and reusable cups ready to use. Put route and hall signs up before opening the venue, and test the Bluetooth speaker, extension cords and power strips if they are needed.

Frequently asked questions

How far in advance should I organise a taster lesson day?: Set the date and reserve the sports halls at least 6 to 8 weeks ahead. Aim to open registrations 3 to 4 weeks before the event so you have time to plan sessions, trainers and equipment.
When should registrations close for a taster lesson day?: Close registrations 3 to 5 days before the event. Use that time to process entries, collect dietary requirements, prepare consent forms, confirm participants and print the final lists.
How many coaches and volunteers do I need?: Assign at least one coach to every simultaneous taster session and one reception volunteer for each arrival point. Add a separate hall or route volunteer when participants must move between multiple sports halls.
What should I prepare the night before a taster lesson day?: Prepare name labels, participant lists, consent forms, signs and the coaches' briefing the day before. Group the sports equipment by hall, chill drinks and check tables, chairs, changing rooms and reception supplies before opening.

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