Training weekend checklist: what to arrange and when

A training weekend combines a full programme with travel, overnight stays, meals and sports logistics. Start by confirming participants, dietary requirements and emergency contacts, then lock in trainers, fields, accommodation and transport. In the final week, share the programme, assign rooms and handle changes. On arrival day, check the sleeping areas, training room, equipment and first aid supplies before participants arrive.

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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

Create the participant list
Send invitations
Process registrations
Collect dietary requirements
Collect emergency contacts
Document the training program
2 people
Schedule trainers
Reserve overnight accommodation
Reserve training fields
Coordinate meals
2 people
Take stock of transport
Create room assignments
Share program
Process last-minute changes
Check the weather forecast
Do the shopping
2 people
Gather sports equipment
2 people
Check sports equipment
2 people
Check first aid supplies
Label the materials
2 people
Fill coolers
2 people
Open venue
2 people
Set up the reception desk
2 people
Check sleeping areas
2 people
Check the training room
2 people
Set up tables and chairs
3 people
Hang up the program

Event

Register participants
2 people
Distribute keys and rooms
2 people
Welcome and give instructions
2 people
Distribute training materials
2 people
Lead the first training session
4 people
Refill drinks
Set out fruit and snacks
2 people
Serve a break snack
2 people
Clear away training materials
3 people
Check shower and changing rooms
Prepare dinner
3 people
Serve dinner
4 people
Refill drinks
Clear away dishes
3 people
Support the evening program
3 people
Serve evening snacks
2 people
Tidy up the evening room
3 people
Check silence and safety
2 people
Prepare breakfast
3 people
Serve breakfast
3 people
Refill coffee and tea
Lead the morning training session
4 people
Check water stations
2 people
Prepare lunch
3 people
Serve lunch
4 people
Clean the lunch area
3 people
Lead the afternoon training session
4 people
Collect training materials
3 people
Lead the final cool-down
2 people
Give closing remarks and thanks
2 people

Aftercare

Carry out room checks
2 people
Clear the Venue
4 people
Load sports equipment
3 people
Collect waste
3 people
Clean the kitchen
3 people
Clean the restrooms
2 people
Put furniture back
3 people
Return keys
Return borrowed materials
2 people
Clean coolers
2 people

What to bring

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

Furniture

Foldable tablesqty 6
Folding chairsqty 30
Beer tablesqty 4
Coat racksqty 3
Storage cabinetsqty 2

Tableware

Reusable platesqty 30
Reusable bowlsqty 30
Reusable cupsqty 40
Coffee cupsqty 30
Cutlery setsqty 35
Serving spoonsqty 8
Serving bowlsqty 8
Kitchen scissorsqty 2

Kitchen

Cutting boardsqty 4
Chef's knivesqty 4
Coolersqty 4
Thermos flasksqty 4
Kettlesqty 2
Cooking potsqty 4
Roasting pansqty 2
Baking dishesqty 4
Measuring cupsqty 2
Kitchen scalesqty 2

Equipment

Extension cordsqty 4
Power stripsqty 4
Portable speakersqty 2
Microphone
Power banksqty 4
Label printer

Sports equipment

Training ballsqty 12
Conesqty 30
Marker conesqty 30
Walking laddersqty 4
Resistance bandsqty 20
Skipping ropesqty 12
Training bibsqty 30
Cone polesqty 12
Whistlesqty 6
Stopwatchqty 3
Yoga matsqty 20
Towelsqty 30
Drink bottlesqty 30
Ball bagsqty 4
Supply binsqty 6
First aid kitsqty 2
Ice packsqty 8
Athletic tapeqty 6
Bandage rollsqty 4
Thermal labelsqty 4

Lighting

LED lampsqty 6
Battery lanternsqty 4

Cleaning

Waste binsqty 6
Dustpan and brushqty 2
Mopsqty 3
Bucketsqty 3
Cleaning glovesqty 6
Paper towelsqty 6
Toilet paperqty 48

Catering

Groceries

Tips

Set a registration deadline at least 14 days before the weekend so you have time to collect dietary requirements, emergency contacts and final attendance numbers.
Confirm accommodation, training fields, trainers and meals no later than 3–4 weeks beforehand. Room assignments and transport depend on these confirmations.
Share the programme and practical travel information at least 7 days before arrival. Include meal times, sleeping arrangements, what participants need to bring and a contact number for changes.
Do the equipment check 1–2 days before departure. Test training balls, the portable speaker, microphone, extension cords and power strips, and charge power banks.
Allow 60–90 minutes before the first session for venue setup. Open the reception desk, check sleeping areas and the training room, fill coolers and place labelled materials where they are needed.

Frequently asked questions

How far in advance should I plan a training weekend?: Start at least 6–8 weeks ahead. Confirm accommodation, fields, trainers and meals during the first 3–4 weeks, then use the final 14 days for registrations, room assignments and equipment checks.
When should participants receive the training weekend programme?: Send the programme and practical information at least 7 days before the weekend. Keep a final version ready 24 hours before arrival in case meal times, transport or sessions change.
How do I organise meals for a training weekend?: Collect dietary requirements by the registration deadline, ideally 14 days before the event. Confirm meal quantities and serving times with the organiser 3–4 days beforehand, then check the kitchen supplies and coolers before opening.
How much setup time is needed before a training weekend starts?: Plan 60–90 minutes before participant arrival for the reception desk, sleeping areas, training room, coolers and materials. Add another 30 minutes if sports equipment or room layouts need to be checked on site.

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.