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Video editing course checklist

A video editing course depends on more than a good lesson plan. You need the right software versions, working laptops, compatible cables, local copies of every file, and enough time to test the presentation before participants arrive. This checklist takes you from setting the date and opening registration to arranging workstations, catering, backups, and the final room setup. Use it to keep the course practical and avoid delays caused by missing adapters, unsuitable sample footage, or untested equipment.

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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

  • Reserve a room

  • Reserve equipment

  • Write the course description

  • Send invitations

  • Open the registration form

  • Process registrations

  • Collect dietary requirements

  • Send participant information

  • Finalize teaching materials

  • Selecting rehearsal files

  • Edit sample video

  • Check the presentation

  • Check software versions

  • Confirm the number of participants

  • Determine catering quantities

  • Do the shopping

    2 people

  • Save files locally

  • Back up lesson files

  • Prepare catering

    2 people

Event

  • Open room

    2 people

  • Set up tables and chairs

    3 people

  • Set up workstations

    3 people

  • Set up projector and screen

    2 people

  • Connect audio equipment

    2 people

  • Set up practice files on workstations

    2 people

  • Test the equipment

    2 people

  • Set up the reception desk

  • Set out coffee and tea

    2 people

  • Receive participants

    2 people

  • Register attendance

  • Explain the course objectives

  • Demonstrate the video editing workflow

  • Lead the assembly exercise

    2 people

  • Provide coffee break

    2 people

  • Refill drinks

  • Handle audio and subtitles

  • Guide participant assignments

    2 people

  • Set up the evening meal

    2 people

  • Serve the meal

    2 people

  • Collect tableware

  • Demonstrate export settings

  • Supervise the export exercise

    2 people

  • Discuss work results

  • Save files

    2 people

  • Moderate the Q&A

  • Check out participants

Aftercare

  • Switch off equipment

    2 people

  • Clear the workstations

    3 people

  • Wash dishes

    2 people

  • Collect waste

    2 people

  • Clean the room

    3 people

  • Put furniture back

    3 people

  • Pack equipment

    2 people

  • Return borrowed items

  • Send participant files

  • Archive attendance list

What to bring

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

Furniture

  • Work tablesqty 8
  • Chairsqty 18
  • Reception desk
  • Buffet tableqty 2

Equipment

  • Laptopsqty 16
  • Projector
  • Projection screen
  • Speakersqty 2
  • Headphonesqty 16
  • External SSDsqty 4
  • USB sticksqty 20
  • Card readersqty 4
  • Memory cardsqty 8
  • HDMI cablesqty 3
  • USB-C adaptersqty 8
  • Power stripsqty 8
  • Extension cordsqty 8
  • Laptop locksqty 16

Office supplies

  • Notepadsqty 18
  • Ballpoint pensqty 24
  • Name badgesqty 20
  • Flip chart pad
  • Markersqty 6

Tableware

  • Coffee cupsqty 20
  • Glassesqty 20
  • Platesqty 20
  • Cutlery setsqty 20

Kitchen

  • Coffee makerqty 2
  • Kettlesqty 2
  • Thermos flasksqty 3
  • Serving bowlsqty 4
  • Serving spoonsqty 4
  • Cutting boardsqty 2
  • Bread knivesqty 2

Cleaning

  • Waste binsqty 3
  • Cleaning clothsqty 10
  • Bucketsqty 2
  • Broom and dustpan

Catering

  • Groceries

Tips

  • Confirm the final participant count before buying supplies or arranging catering. It determines how many laptops, headphones, chairs, notepads, name badges, and servings you need.
  • Test every workstation with the exact software version and sample video files at least one day before the course. Check that the projector, speakers, HDMI cables, USB-C adapters, and power strips work together.
  • Save lesson files locally on each teaching laptop and keep a backup on an external SSD or USB stick. Do not rely on internet access or a single copy during the class.
  • Select and edit the sample footage before finalising the teaching materials. Use files that open correctly, are stored in an accessible location, and fit the time available for the practical exercises.
  • Open the room early enough to set up tables, chairs, workstations, projector, screen, and audio equipment before participants arrive. Leave a short buffer to solve cable, power, or software problems without delaying the first exercise.

Frequently asked questions

How far in advance should I plan a video editing course?
Set the date and reserve the room and equipment at least 4 to 6 weeks ahead. Open registration early enough to confirm attendance, dietary requirements, and the number of workstations before ordering catering.
How many laptops do I need for a video editing course?
Plan one suitable laptop per participant, plus at least 1 instructor laptop for demonstrations. If participants work in pairs, confirm that arrangement before reducing the number of machines, because editing exercises often require individual practice.
When should I check the video editing software and course files?
Check software versions, sample footage, presentation files, and backups at least 2 days before the course. Run the complete demonstration on the equipment used in the room, then save local copies and a separate backup.
How early should I arrive to set up a video editing course?
Allow at least 90 minutes before participants arrive. This gives you time to arrange tables and chairs, connect the projector and audio, test each workstation, distribute materials, and prepare coffee or other catering.

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