Team training checklist: what to arrange and when

A team training day needs more than a trainer and a room. You need a confirmed programme, reliable attendance information, working presentation equipment, practical materials and food planned around the schedule. Use this checklist to organise the day in the right order, from confirming the location and coaches to setting up registration, coffee and training activities. It also helps you catch details that are often left until the last minute, such as dietary requirements, printed worksheets and extension cords.

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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

Confirm date and location
Create training program
2 people
Confirm coaches and supervisors
Send invitations
Process registrations
Collect dietary requirements
Send the program and route
Book training room
Order catering
Check the shopping list
Check training materials
2 people
Print worksheets
Make name badges
Do the shopping
2 people
Chill drinks
Prepare snacks
2 people

Event

Open venue
2 people
Ventilate the rooms
Set up tables and chairs
3 people
Lay out training materials
2 people
Set up registration desk
Set out coffee and tea
2 people
Receive participants
2 people
Explain the program
Lead team-building exercises
3 people
Serve drinks and fruit during the break
2 people
Refill drinks
Facilitate the reflection task
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Collect tableware and cutlery
2 people
Lead an in-depth team session
3 people
Serve evening snacks
2 people
Record action items
Deliver closing remarks and thanks

Aftercare

Collect materials
3 people
Sort and remove waste
2 people
Wash dishes
2 people
Clean the room
3 people
Put furniture back
3 people
Return borrowed materials
Send participant information

What to bring

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

Furniture

Chairsqty 24
Tablesqty 6
Buffet tableqty 2
Registration desk
Coat racksqty 2

Sports equipment

Training matsqty 20
Conesqty 20
Hoopsqty 8
Soft ballsqty 8
Elastic bandsqty 12
Blindfoldsqty 12

Equipment

Laptop
Projector
Projection screen
HDMI cable
Extension cordsqty 3
Power stripsqty 3
Portable speaker

Kitchen

Coffee maker
Kettlesqty 2
Coolersqty 3
Thermos flasksqty 3

Tableware

Glassesqty 30
Coffee cupsqty 30
Platesqty 30
Cutlery setsqty 30
Serving spoonsqty 6

Decorations

Name badge holdersqty 24
Flip chart sheetsqty 30
Markersqty 24
Sticky notesqty 12
Pensqty 30
A4 notepadsqty 24

Cleaning

Waste binsqty 4
Hand soap dispensersqty 2

Catering

Groceries

Tips

Confirm the date, location, coaches and supervisors before sending invitations. Once registrations open, collect dietary requirements at the same time rather than chasing them separately later.
Send the programme and route before the training day, ideally at least 3–5 working days in advance. Include the start time, registration details and anything participants need to bring.
Test the laptop, projector, projection screen, HDMI cable, speaker and power supply before participants arrive. Bring extension cords and power strips because a suitable socket is rarely exactly where the setup needs it.
Prepare printed worksheets, name badges and training materials before the day starts. Set up the registration desk separately from the coffee and tea area so arrivals do not block refreshments.
Open and ventilate the rooms before setup, then arrange tables, chairs and activity equipment. Leave enough time for registration, refreshments and team-building exercises instead of scheduling every minute as training time.

Frequently asked questions

How far in advance should I send team training invitations?: Send invitations as soon as the date, location and coaches are confirmed, preferably at least 2–3 weeks before the training. Set a registration deadline around 5–7 days before the event so you can finalise catering and dietary requirements.
What should I prepare the day before team training?: Print worksheets, prepare name badges, check training materials and test the laptop, projector and HDMI connection the day before. Chill drinks and confirm catering no later than the previous working day.
How early should I arrive to set up a team training room?: Allow at least 60–90 minutes before participants arrive. This covers opening and ventilating the rooms, arranging tables and chairs, setting up the registration desk, preparing coffee and tea, and checking the presentation equipment.
How much coffee and tea do I need for team training?: Plan roughly 2–3 hot drinks per participant for a half-day session, with extra water and cold drinks available. Confirm the final headcount after registration closes and add a small buffer for coaches and supervisors.

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