Trial Student Day Checklist

A trial student day needs more than a programme and a welcome desk. You need to coordinate rooms, presentations, workshops, student ambassadors, registration and catering in the right order. Start by fixing the date and route, then confirm the people and rooms before opening registration. In the final week, test every projector, microphone and laptop, print route maps and attendance lists, and prepare badges so check-in does not become the first delay of the day.

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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

Set the date and program
2 people
Reserve halls and rooms
2 people
Determine the tour route
2 people
Arrange teachers for presentations
2 people
Schedule student ambassadors
2 people
Confirm workshop leaders
2 people
Publish registration form
Send invitations
2 people
Post on social media
Process registrations
2 people
Collect dietary requirements
Answer participants' questions
2 people
Confirm program by email
Send parking information
Book catering
2 people
Check the technical setup in each room
2 people
Collect presentations
Prepare name badges
2 people
Print attendance lists
Print route maps
Sort badges and wristbands
2 people
Check the shopping list
Do the shopping
3 people
Pick up chilled products
2 people
Bring materials to the venue
3 people
Open the venue and rooms
2 people
Set up the reception desk
3 people
Set up tables and chairs
5 people
Set up presentation rooms
4 people
Set up workshop rooms
4 people
Set up information booths
4 people
Hang up route signs
2 people
Hang decorations
3 people
Connect the technical equipment
3 people
Test presentations
2 people
Set out coffee and tea
3 people
Chill drinks
2 people
Prepare snacks
4 people
Set up the catering buffet
3 people
Give staff briefing
3 people

Event

Staff the registration desk
3 people
Welcome visitors
3 people
Hand out name badges
2 people
Explain the program
Deliver the opening presentation
2 people
Supervise study info sessions
6 people
Guide tours
6 people
Lead the workshops
8 people
Staff information booths
8 people
Assist parents
2 people
Serve coffee and tea
2 people
Serve snacks
3 people
Refill drinks
2 people
Keep the buffet tidy
2 people
Empty trash bins
2 people
Check toilets
Answer participant questions
3 people
Support the evening program
4 people
Guide visitors to the exit
2 people
Collect lost items
2 people

Aftercare

Switch off the equipment
2 people
Gather presentation materials
3 people
Wash dishes
3 people
Clear buffet
3 people
Clear tables and chairs
5 people
Remove decorations
3 people
Sort and remove waste
3 people
Clean the rooms
4 people
Return materials
3 people
Return borrowed items
2 people
Call lost and found
Send thank-you email
Archive registration details
Store photos securely
Collect outstanding invoices
Complete venue check
2 people

What to bring

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

Furniture

Registration tablesqty 3
Foldable tablesqty 18
Chairsqty 120
High tablesqty 8
Tableclothsqty 20
Clothes racksqty 2
Waste binsqty 10

Equipment

Laptopsqty 8
Projectorsqty 6
Projection screensqty 6
Laptop speakersqty 6
Microphonesqty 3
Extension cordsqty 12
Power stripsqty 12
HDMI cablesqty 8
USB sticksqty 4
Power banksqty 4

Kitchen

Coffee machinesqty 3
Kettlesqty 3
Thermos flasksqty 8
Coolersqty 4
Serving plattersqty 12
Serving utensilsqty 12
Cutting boardsqty 4
Chef's knivesqty 4
Bread knivesqty 4
Serving spoonsqty 8

Tableware

Coffee cupsqty 120
Glassesqty 150
Platesqty 150
Cutlery setsqty 150
Coffee spoonsqty 120
Water jugsqty 12

Decorations

Balloonsqty 150
Balloon ribbonqty 3
Buntingqty 12
Flower arrangementsqty 8
Table décorqty 20
Poster clipsqty 30
Presentation boardsqty 12
Directional signsqty 20
Information standsqty 12

Lighting

LED table lampsqty 8
String lightsqty 4

Catering

Name badgesqty 130
Wristbandsqty 130
Pensqty 40
Notepadsqty 130
Badge holdersqty 130
Coffee stirrersqty 250
Sugar sticksqty 250
Serving traysqty 12
Thermos cupsqty 20
Groceries

Cleaning

Broom setsqty 3
Mopsqty 4
Bucketsqty 4
Cleaning glovesqty 8
Microfiber clothsqty 20
Toilet brushesqty 4
Hand soap dispensersqty 6

Tips

Set the date, programme and tour route before publishing registration. Visitors need clear start times, room details and an accurate route before they sign up.
Confirm teachers, workshop leaders and student ambassadors at least two weeks before the event. Keep a named replacement for every presentation or tour slot in case someone drops out.
Close registration several days before the trial student day and review dietary requirements immediately. Send the confirmed programme and parking information by email no later than two days beforehand.
Test the technical setup in every room during the week before the event, not only at the main presentation. Check each projector, screen, microphone, HDMI cable, speaker and power strip with the actual laptop being used.
Prepare check-in materials the day before: badges, wristbands, printed attendance lists and route maps. Pick up chilled products and bring the remaining materials to the venue early enough to set up registration before visitors arrive.

Frequently asked questions

How far in advance should I plan a trial student day?: Start planning at least 8 to 12 weeks before the event. Fix the date, reserve halls and rooms, build the programme and confirm presenters before opening registration.
When should registration close for a trial student day?: Close registration 3 to 5 days before the event if possible. That gives you time to process names, collect dietary requirements, print attendance lists and prepare badges.
How many student ambassadors do I need?: Plan at least one ambassador for each tour group or busy activity, plus one floating coordinator. For example, four simultaneous groups require five people if one person is available to handle changes and questions.
When should I test the equipment for a trial student day?: Run a full room-by-room test 3 to 7 days beforehand, then do a quick check on the morning itself. Test presentations, projectors, microphones, speakers, cables and power supplies in their actual rooms.

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.