Training Day checklist: what to arrange and when

A successful Training Day depends on details that are easy to leave until the last minute. Book the room and trainer first, then set clear learning objectives, open registrations and confirm dietary requirements. In the final week, check the presentation equipment, print materials and confirm catering numbers. On the day, allow time to ventilate and arrange the room, prepare coffee and tea, register attendees and test the screen before the session begins.

Organize this event for free with Lizzt

The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Book training room
Secure the trainer
Set the program and learning objectives
2 people
Send invitations
Process registrations
Collect dietary requirements
Update participant list
Order catering
Test equipment and presentation tools
2 people
Print the training materials
Lay out worksheets and pens
Do the shopping
2 people
Chill drinks
Ventilate room
Set up tables
2 people
Set up chairs
2 people
Connect presentation screen
Lay out training materials
2 people
Set up the coffee and tea station
2 people
Receive and check catering
2 people
Set up the reception desk

Event

Receive participants
2 people
Register attendance
Serve welcome coffee
2 people
Lead the training session
2 people
Provide coffee break
2 people
Refill drinks
Resume training session
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Refill the dinner buffet
2 people
Lead the evening session
2 people
Host the closing Q&A
2 people
See participants off

Aftercare

Collect tableware
2 people
Wash dishes
2 people
Switch off equipment
Collect training materials
2 people
Put the tables and chairs back
3 people
Collect waste
2 people
Clean the room
2 people
Chill leftover catering
Return materials
Send participant information

What to bring

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

Furniture

Tablesqty 6
Chairsqty 32
Tableclothsqty 6

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 3
Power stripsqty 3
Wireless presentation clicker
Bluetooth speaker
Whiteboard
Flip chart
Flip chart stand

Stationery

Notepadsqty 32
Ballpoint pensqty 40
Markersqty 12
Whiteboard markersqty 6
Sticky notesqty 10
Name badgesqty 35

Catering

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 2
Groceries

Tableware

Coffee cupsqty 36
Drinking glassesqty 40
Platesqty 40
Cutlery setsqty 40

Kitchen

Serving spoonsqty 6
Cutting boardsqty 2
Kitchen knivesqty 3
Serving plattersqty 8
Serving tongsqty 4

Cleaning

Washing-up tubsqty 2
Spongesqty 6
Cleaning clothsqty 8
Broom and dustpan

Tips

Book the training room and secure the trainer before sending invitations, then allow at least 2–3 weeks for registrations and planning. Confirm that the room has enough tables, chairs, power outlets and space for the presentation setup.
Set the programme and learning objectives before printing worksheets or preparing the flip chart. A timed agenda helps you decide how many notepads, pens, markers and handouts each participant needs.
Close registrations or confirm the participant list at least 3 working days before the Training Day. Use that final number to check dietary requirements, order catering and prepare name badges.
Test the laptop, projector or presentation screen, HDMI cable, clicker, speaker and power strips at least 1 day before the session. Bring extension cords and a backup presentation copy so a missing connection does not delay the start.
Arrive 60–90 minutes early to ventilate the room, arrange tables and chairs, set out training materials, prepare the reception desk and start the coffee and tea station. Receive and check the catering before participants arrive, rather than during the opening activity.

Frequently asked questions

How far in advance should I organise a Training Day?: Start booking the room and trainer at least 3–4 weeks ahead. Send invitations once the programme, learning objectives and basic schedule are confirmed, leaving 2–3 weeks for registrations.
When should I confirm catering numbers for a Training Day?: Confirm the final participant list and dietary requirements 3–5 working days before the event. Order catering from that number and keep a small buffer only if your supplier allows late changes.
How early should I arrive before a Training Day starts?: Plan to arrive 60–90 minutes before participants. This gives you time to ventilate the room, arrange tables and chairs, connect and test the presentation equipment, and set up coffee, tea and registration.
What equipment do I need to check for a Training Day presentation?: Check the laptop, projector or presentation screen, HDMI cable, clicker, speaker and power supply at least 1 day beforehand. Test the complete setup in the actual room and keep a backup copy of the presentation available.

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.