Training Day Checklist: What to Arrange and When

A training day runs smoothly when registration, room setup, teaching materials, and catering are handled in the right order. Start by confirming the trainer, venue, schedule, and participant list, then collect dietary requirements before ordering food. On the day, allow time to ventilate the room, arrange tables and chairs, test the projector and video, and set up the registration desk. This checklist brings the 47 planning tasks and 39 required items together so nothing gets left until the last minute.

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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
Keep track of the participant list
Collect dietary requirements
Reserve venue
Secure the trainer
Set the schedule and times
Preparing training materials
2 people
Print handouts
Prepare name badges
Order catering
Do the shopping
2 people
Set aside special diet meals
2 people
Chill drinks
2 people
Check the venue and keys
Bring materials to the venue
2 people
Ventilate room
Set up tables and chairs
3 people
Set up registration desk
2 people
Connect presentation equipment
2 people
Test the presentation and video
2 people
Lay out worksheets and pens
2 people
Set out coffee and tea
2 people

Event

Receive participants
3 people
Register attendance
2 people
Open the training session
Lead the training session
2 people
Serve break snacks
2 people
Refill drinks
2 people
Lead the training session
2 people
Set up the dinner buffet
3 people
Serve dinner
3 people
Collect tableware and waste
2 people
Lead the training session
2 people
Refill coffee and tea
2 people
Handle the closing
See participants off
2 people

Aftercare

Collect materials
3 people
Wash dishes
2 people
Sort and remove waste
2 people
Put tables and chairs back
3 people
Clean the room
3 people
Switch off equipment
2 people
Lock up the venue
Return borrowed materials
2 people
Store leftovers
2 people
Archive attendance list

What to bring

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

Furniture

Chairsqty 45
Tablesqty 8
Registration desk
Coat racksqty 2

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordsqty 4
Power stripsqty 4
Portable speaker
Flipchart standsqty 2

Office supplies

Flipchart padsqty 3
Whiteboard markersqty 12
Color markersqty 24
Pensqty 50
Sticky notesqty 10
Writing foldersqty 45
Document foldersqty 45

Tableware

Coffee cupsqty 50
Drinking glassesqty 50
Platesqty 50
Cutlery setsqty 50
Serving traysqty 6

Kitchen

Coffee makerqty 2
Kettlesqty 2
Thermos flasksqty 4
Food warmersqty 4
Cutting boardsqty 3
Kitchen knivesqty 3
Serving spoonsqty 6

Cleaning

Washing-up bowlsqty 2
Dish brushesqty 2
Cleaning clothsqty 8
Bucketsqty 2
Floor squeegeesqty 2
Vacuum cleaner

Lighting

Standing lampsqty 2

Catering

Groceries

Tips

Confirm the final participant list and dietary requirements at least 5 working days before the training day. This gives you time to order the right number of meals and set aside special-diet portions.
Test the laptop, projector, projection screen, HDMI cable, speakers, and presentation at the venue before participants arrive. Allow at least 30 minutes for troubleshooting, especially if the equipment is unfamiliar.
Prepare handouts, worksheets, writing folders, document folders, name badges, pens, and sticky notes in advance. Pack them in clearly labelled boxes so the registration desk and training tables can be set up quickly.
Plan the room layout before moving furniture. Leave a clear route to the registration desk, provide enough chairs for the confirmed participant count, and check that every table has a usable view of the screen or flipchart.
Set up coffee, tea, water, cups, glasses, plates, cutlery, and serving trays before the first arrival. Chill drinks and prepare thermos flasks early; catering is often ready later than the room and registration area.

Frequently asked questions

How far in advance should I plan a training day?: Reserve the venue and secure the trainer at least 4 to 6 weeks ahead. Send invitations early enough to close registrations and confirm dietary requirements 5 working days before the event.
What should I do the day before a training day?: Print handouts, prepare name badges, check the participant list, pack the training materials, and confirm catering. Also charge the laptop and verify that the presentation and video work with the planned connection.
How long does training day setup take?: Allow 90 minutes for a standard room setup, including tables, chairs, the registration desk, materials, refreshments, and presentation equipment. Add another 30 minutes if you need to troubleshoot a projector, speaker, or video connection.
How many drinks should I provide for a training day?: For the first training hour, plan around 2 to 3 drinks per person, including coffee, tea, and water. Add extra water and refreshments for breaks, and keep a small reserve for late arrivals or a longer session.

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