A practical checklist for organising training

A training session depends on more than a confirmed trainer and a room. You also need a reliable participant list, dietary information, working presentation equipment and materials ready for each attendee. This checklist takes you from setting the date through registration and preparation to opening the room and receiving participants. Use it to spot details that are easy to leave until the last day, such as testing the HDMI connection, printing name badges and setting up refreshments.

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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 training date
Reserve venue
Confirm trainer
Create training program
2 people
Compile the participant list
Send invitations
Process registrations
Collect dietary requirements
Answer participants' questions
Check training equipment
2 people
Print handouts
Prepare name badges
Test presentation
2 people
Do the shopping
2 people
Print participant list
Chill drinks
2 people
Open room
Ventilate room
Set up tables and chairs
3 people
Set up the presentation equipment
2 people
Lay out training materials
2 people
Set up coffee station
2 people
Set up lunch buffet
3 people
Set up the reception table
2 people

Event

Receive participants
3 people
Register attendance
2 people
Explain the program
Assist training activities
2 people
Provide coffee break
2 people
Refill drinks
Serve dinner
3 people
Collect tableware
2 people
Moderate the Q&A
Handle the closing

Aftercare

Collect training materials
2 people
Switch off equipment
2 people
Collect waste
2 people
Wash dishes
3 people
Clean the room
3 people
Put furniture back
3 people
Lock up the venue
Store leftover food
2 people
Return borrowed materials
2 people
Archive participant information
Send thank-you message

What to bring

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

Furniture

Tablesqty 8
Chairsqty 35
Reception desk
Tableclothqty 8

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Presentation clicker

Training materials

Flip chartqty 2
Flipchart padsqty 4
Markersqty 24
Sticky notesqty 12
Pensqty 40
Notepadsqty 35
Training foldersqty 35

Stationery

Name badgesqty 35
Badge holdersqty 35
Printer paperqty 250
Tapeqty 3
Scissorsqty 3
Paper tapeqty 2

Kitchen

Coffee makerqty 2
Kettleqty 2
Thermosqty 4
Cool boxqty 2

Tableware

Mugsqty 40
Glassesqty 40
Platesqty 40
Cutlery setsqty 40
Serving spoonsqty 6

Cleaning

Dishpanqty 2
Cleaning clothsqty 12
Bucketqty 2

Catering

Groceries

Tips

Confirm the trainer, venue and training programme before sending invitations. Participants need the date, timetable, location and registration details in one clear message.
Set a registration deadline at least 5 working days before the training. Use the final participant list to print badges, prepare folders and confirm lunch and dietary requirements.
Test the laptop, projector, projection screen, HDMI cable, clicker and power connections before the day. A presentation that works on your own desk may still fail when connected to the venue’s equipment.
Prepare one set of training materials per participant, plus at least 2 spare sets. Keep flip chart pads, markers, sticky notes, pens and notepads together so the trainer can start without searching.
Allow at least 60 minutes for room setup before participants arrive. Ventilate the room, arrange tables and chairs, prepare the reception table, and set up coffee, chilled drinks and the lunch buffet before opening the door.

Frequently asked questions

How far in advance should I organise a training session?: Confirm the date, venue and trainer at least 4 to 6 weeks ahead. Send invitations as soon as those three details and the programme are settled, then close registrations about 5 working days before the session.
When should I send training invitations?: Send invitations 3 to 4 weeks before the training date whenever possible. Include a registration deadline, and send a reminder 5 to 7 days before the session with the final start time and practical information.
How much time do I need to set up a training room?: Plan 60 to 90 minutes for setup, especially if you need tables, chairs, presentation equipment, training materials, coffee and lunch. Test the presentation before participants arrive rather than during registration.
How many handouts and name badges should I prepare?: Prepare one handout set and one name badge for every registered participant, plus 2 spare sets and badges. Print the final participant list after registration closes so last-minute changes do not leave someone off the reception desk list.

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.