Trainer training checklist
A trainer training day depends on more than a strong programme. You need a confirmed room, accurate attendance list, working presentation equipment and materials ready for each exercise. This checklist covers the sequence from setting the date and inviting participants to preparing certificates, catering and the reception desk. Use it to spot details that are often left until the last minute, such as dietary requirements, charged equipment, spare cables and clear name badges.
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
Confirm training location
Send invitations
Process registrations
Keep track of the participant list
Collect dietary requirements
Confirm trainers and supervisors
Send program to attendees
Order catering
Prepare Materials for Exercises
2 people
Check presentations
2 people
Prepare certificates
Prepare name badges
Do the shopping
2 people
Check room and key
2 people
Charge equipment
Set up the reception desk
2 people
Set up tables and chairs
3 people
Set up the presentation area
2 people
Test the projector and screen
2 people
Test microphone and speaker
2 people
Lay out work folders
2 people
Prepare coffee and tea
2 people
Prepare lunch and dinner
2 people
Event
Staff the reception desk
2 people
Register participants
2 people
Hand out name badges
Serve welcome coffee
2 people
Give the opening and safety briefing
Lead theory training block
2 people
Serve break snacks
2 people
Refill drinks
Supervise practical exercises
3 people
Serve lunch buffet
3 people
Clear buffet and tables
2 people
Lead the didactics training block
2 people
Demonstrate the exercises
2 people
Serve dinner
3 people
Restock drinks and coffee
Discuss questions and practical cases
2 people
Present Certificates
2 people
Deliver closing remarks and departure instructions
Aftercare
Collect tableware and kitchen supplies
2 people
Sort and remove waste
2 people
Clean the room
3 people
Put tables and chairs back
3 people
Switch off and pack up equipment
2 people
Lock up the venue
2 people
Wash dishes
2 people
Archive materials and documents
Store leftover catering
Return rented materials
2 people
Send participant documentation
What to bring
Grouped the way you'd shop for it, with quantities.
Furniture
- Training tablesqty 8
- Chairsqty 36
- Buffet tablesqty 3
- Coat racksqty 2
Equipment
- Laptopqty 2
- Projector
- Projection screen
- Wireless microphoneqty 2
- Speaker
- Extension cordsqty 4
- Power stripsqty 4
- HDMI cablesqty 3
- Presentation clickerqty 2
Tableware
- Coffee cupsqty 40
- Glassesqty 40
- Platesqty 40
- Cutlery setsqty 40
- Serving plattersqty 8
- Serving tongsqty 4
Kitchen
- Coffee makerqty 2
- Kettlesqty 2
- Thermos flasksqty 4
- Coolersqty 3
- Cutting boardsqty 3
- Chef’s knives and bread knivesqty 4
- Small bowlsqty 8
- Serving spoonsqty 4
Decorations
- Name badge holdersqty 36
- Table runnersqty 8
- Information boardsqty 4
Training
- Flip chartsqty 3
- Flipchart padsqty 6
- Whiteboardqty 2
- Whiteboard markersqty 20
- Work foldersqty 36
- Notepadsqty 36
- Ballpoint pensqty 40
- Markersqty 24
- Sticky notesqty 12
- Practice card setsqty 6
- Certificate foldersqty 36
Cleaning
- Waste binsqty 4
- Dustpan and brushqty 2
- Mop headsqty 2
- Bucketsqty 2
Catering
- Groceries
Tips
- Set the date, programme and location before sending invitations. Allow at least two weeks for registrations so you can track the participant list and collect dietary requirements before ordering catering.
- Confirm trainers and supervisors at least seven days before the training. Send the final programme to attendees once timings, presentations and exercise materials have been checked.
- Test the projector, screen, microphone and speaker with the actual laptop and HDMI cables the day before. Charge the equipment and keep extension cords, power strips and a presentation clicker available as backups.
- Prepare the room in sequence: place training tables and chairs first, then set up the presentation area, reception desk and buffet tables. Put out work folders, name badges and information boards before participants arrive.
- Plan refreshments by service time rather than leaving them to the morning. Set out coffee cups, glasses, plates and cutlery, and prepare coffee, tea, lunch and dinner so the reception team is not also handling setup.
Frequently asked questions
- How far in advance should I organise a trainer training session?
- Set the date and location at least four weeks ahead. Send invitations around two weeks before the session, then close registrations early enough to confirm catering, materials and the final participant list.
- When should I confirm dietary requirements for trainer training?
- Ask for dietary requirements when registrations open and review the list five to seven days before the event. Give the final numbers to the caterer before placing the order.
- When should I test the projector and microphone?
- Test both at least one day before the training, using the presentation laptop, screen, HDMI cables and speaker. Run a second quick check 30 to 60 minutes before participants arrive.
- How early should the training room be set up?
- Allow at least 90 minutes for tables, chairs, reception materials, work folders, refreshments and the presentation area. Keep 30 minutes before the start for equipment checks and last-minute changes.
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.
Use this planFree to start — no credit card.