Test Day Checklist

A test day runs smoothly when the practical details are settled before participants arrive. Start by fixing the venue, test program and registration process, then confirm dietary requirements, materials and catering. On the day, allow time to check each room, connect the presentation equipment and prepare the registration desk before opening. This checklist covers the full sequence, from invitations and printed forms to group assignments and guidance at the test stations.

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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

Send invitations
Process registrations
Collect dietary requirements
Reserve venue
Set test program
2 people
Collect test materials
2 people
Order catering
Do the shopping
2 people
Print participant list
Prepare name badges
Print test forms
Check the presentation
Open venue
2 people
Check rooms
2 people
Set up tables
3 people
Set up chairs
3 people
Set up test stations
3 people
Connect presentation screen
2 people
Set up registration desk
2 people
Set out coffee and tea
2 people
Check test equipment
2 people

Event

Register participants
2 people
Welcome and give instructions
Divide test groups
2 people
Guide test stations
4 people
Refill drinks
Serve snack breaks
2 people
Collect test results
2 people
Serve dinner
3 people
Facilitate follow-up tests
4 people
Handle the closing

Aftercare

Collect test materials
3 people
Switch off equipment
2 people
Wash dishes
2 people
Collect waste
2 people
Clear tables and chairs
3 people
Clean rooms
2 people
Return materials
2 people
Store test data safely

What to bring

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

Furniture

Tablesqty 8
Chairsqty 45
Registration desk
Waste binsqty 4

Tableware

Reusable coffee cupsqty 50
Reusable drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 4

Equipment

Laptopqty 3
Projector
Projection screen
Extension cordsqty 6
Power stripsqty 6
Charging cablesqty 8
Portable speakersqty 2

Office

Name badgesqty 50
Badge holdersqty 50
Clipboardsqty 45
Ballpoint pensqty 60
Notepadsqty 50
Test formsqty 100
Arrow stickersqty 30
Markersqty 10
Flip chart
Flipchart markersqty 8

Catering

Coffee machinesqty 2
Thermos flasksqty 4
Water dispensersqty 2
Coolersqty 3
Serving spoonsqty 6
Small bowlsqty 8

Cleaning

Washing-up tubsqty 2
Cleaning bucketsqty 2
Mopsqty 3
Broom and dustpanqty 2
Microfiber clothsqty 10

Groceries

Groceries

Tips

Set a registration deadline at least 5–7 days before the test day so you have time to process registrations, collect dietary requirements and print the participant list.
Prepare name badges, badge holders, clipboards, pens and test forms at least 1 day beforehand. Put each item at the registration desk instead of unpacking supplies while participants wait.
Arrive at the venue 60–90 minutes before registration opens. Check the rooms, arrange tables and chairs, mark test stations and place arrow stickers where participants need to move.
Test the laptop, projector, projection screen, speakers, extension cords and power strips before participants arrive. Keep charging cables and a backup connection point at the presentation area.
Set out coffee, tea and water before registration starts, but keep coolers and catering supplies out of the participant flow. Prepare waste bins and serving trays so the registration desk stays clear.

Frequently asked questions

How early should I arrive for a test day?: Arrive 60–90 minutes before participants are due to register. This gives you time to check the rooms, set up the test stations, connect the presentation screen and prepare the registration desk.
When should test day invitations and registrations be handled?: Send invitations early enough to close registrations 5–7 days before the test day. Use the remaining days to process registrations, collect dietary requirements, print the participant list and prepare name badges.
How do I prepare test rooms on the day?: Allow at least 45–60 minutes to arrange tables and chairs, set out test materials, check the equipment and place signs or arrow stickers. Check every station before opening the venue to participants.
How much coffee and water should I prepare for a test day?: Plan coffee, tea and water for the full registration and break periods, and place them before participants arrive. A practical starting point is 2–3 drinks per person during the first hour, with extra water available throughout the day.

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