VCA course checklist: what to arrange and when

A VCA course needs more than a trainer and a room. Participants must be registered, course folders and exam forms prepared, and the presentation equipment tested before the day starts. Food, drinks and a working coffee station also need planning, especially when the course runs for a full day. Use this checklist to keep registration, materials, room setup and attendance in the right order.

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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 course date and location
Open registration
Send invitations
Process registrations
Update participant list
Collect dietary requirements
Order course materials
Check exam registration
Order catering
Check the shopping list
Do the shopping
2 people
Reserve course room
Check room layout
Test presentation and videos
Prepare exam forms
Assemble course folders
2 people
Prepare name badges
Print worksheets
Chill drinks
Set up the coffee and tea station
Set up tables and chairs
2 people
Connect presentation equipment
Lay out course folders
Set up the reception desk

Event

Register attendance
2 people
Welcome the participants
Give safety instructions
Deliver the VCA lesson
Serve coffee break
2 people
Refill drinks
Serve lunch or dinner
2 people
Resume VCA lesson
Give exam instructions
Administer the VCA exam
2 people
Collect exam forms
2 people
Inform participants of the results

Aftercare

Gather course materials
2 people
Clear tables and chairs
2 people
Collect waste
Clean dishes and materials
2 people
Disconnect presentation equipment
Leave the room clean
2 people
Send exam papers securely
Archive attendance records
Prepare certificates
Send certificates to participants
Store unused groceries
Return borrowed materials

What to bring

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

Furniture

Course tablesqty 7
Course chairsqty 24
Reception desk
Bar stoolsqty 4

Equipment

Laptop
Projector
Projection screen
HDMI cableqty 2
Extension cordqty 3
Power stripqty 3
Flip chart
Flipchart markersqty 2
Laser pointer

Tableware

Coffee cupsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee maker
Kettle
Thermosqty 2
Cool boxqty 2
Serving plattersqty 4
Serving jugsqty 2
Serving spoonsqty 4

Catering

Course foldersqty 24
Notepadsqty 24
Ballpoint pensqty 30
Name badgesqty 24
Exam formsqty 24
Envelopesqty 30
Groceries

Cleaning

Waste binsqty 3
Broom and dustpan
Mop and bucket

Tips

Confirm the course date and location before opening registration. Give yourself at least two weeks to collect participant details, process registrations and follow up on missing information.
Check exam registration before printing the paperwork. Prepare one course folder, notepad, pen and set of exam forms per participant, plus envelopes and a small number of spares.
Test the laptop, projector, screen, HDMI cable and presentation files at least one day ahead. Pack an extension cord, power strip, laser pointer and flip chart markers so a missing connection does not delay the course.
Set up the room before participants arrive: place the course tables and chairs, connect the presentation equipment, and prepare the reception desk. Allow 45–60 minutes for this setup and keep the attendance list at the entrance.
Plan catering around the timetable rather than leaving it until the morning. Chill drinks, prepare the coffee and tea station, and check cups, glasses, plates, cutlery and serving equipment before the first break.

Frequently asked questions

How far in advance should I organise a VCA course?: Start at least two weeks before the course date. This gives you time to open registration, process participant details, order materials and confirm the exam registration. Reserve the room and catering as soon as the date is fixed.
What should I prepare for each VCA course participant?: Prepare one course folder, notepad, ballpoint pen, name badge and exam paperwork per participant. Add at least 5–10% spare sets if the final number may change or paperwork can be damaged.
When should I test the VCA course presentation equipment?: Test the laptop, projector, screen, HDMI cable and videos at least one day before the course. On the morning itself, allow 30 minutes to reconnect the equipment and check that the presentation is visible and audible.
How long does it take to set up a VCA course room?: Allow 45–60 minutes for tables, chairs, the reception desk, course folders, name badges and presentation equipment. Add another 15 minutes if the coffee and tea station or catering is also being set up by the same person.

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