Word course checklist: what to arrange and when

A word course needs more than a teacher, laptops and a room. You need a clear schedule, working presentation files, practice materials, participant information and a reliable registration process. This checklist covers the preparation, catering, equipment tests and room setup, through to welcoming participants and explaining the programme. Start with the date, location and teaching team, then work forward so printing, shopping and technical checks are finished before course 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

Record the course date and location
Record teacher and assistant
Create the course schedule
Prepare teaching materials
Compile practice files
Send invitations
Process registrations
Collect dietary requirements
Send participant information
Order catering
Test equipment
2 people
Test presentation and files
Print worksheets
Prepare name badges
Do the shopping
Lay out teaching materials
2 people
Charge laptops

Event

Open room
Set up tables and chairs
2 people
Connect equipment
2 people
Set up workstations
2 people
Set out coffee and tea
Receive participants
2 people
Register attendance
Explain the course program
Demonstrate Word basics
Facilitate text formatting workshop
2 people
Provide coffee break
Explain document structure
Guide table exercises
2 people
Set up the dinner buffet
2 people
Serve dinner
2 people
Refill drinks
Demonstrate styling techniques
Facilitate the final exercise
2 people
Lead the Q&A session
Hand out certificates
See participants off
2 people

Aftercare

Switch off equipment
2 people
Collect work materials
2 people
Wash dishes
2 people
Clean the room
2 people
Collect waste
Return equipment
Send participant materials afterward

What to bring

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

Furniture

Tablesqty 8
Chairsqty 20

Equipment

Laptopsqty 16
Laptop chargersqty 16
Projector
Projection screen
Presentation laptop
HDMI cablesqty 2
Power stripsqty 6
Extension cordsqty 4
Wi-Fi router

Tableware

Coffee cupsqty 24
Glassesqty 24
Platesqty 24
Cutlery setsqty 24

Kitchen

Coffee maker
Kettle
Serving bowlsqty 6
Serving spoonsqty 4
Cutting boardsqty 2
Bread knivesqty 2

Decorations

Name badgesqty 20
Tableclothsqty 8
Pensqty 24
Notepadsqty 20
Course foldersqty 20

Catering

Groceries

Tips

Set the course schedule before sending invitations. Include start and finish times, breaks, practice blocks and the time needed to register participants at the door.
Test the presentation laptop, projector, screen, HDMI cables and power strips together at least one day before the course. Open every presentation and practice file on the equipment you will actually use.
Collect dietary requirements when registrations are processed, then order catering with enough notice to confirm portions and serving arrangements. Put coffee, tea, cups, glasses, plates and cutlery together before participants arrive.
Charge every laptop and label chargers before laying out the workstations. Count the laptops, chairs and power points against the number of registered participants rather than estimating from the room size.
Prepare participant information, worksheets, course folders, name badges, pens and notepads before opening the room. Keep attendance registration and the programme explanation ready at the entrance so the first lesson does not start late.

Frequently asked questions

How far in advance should I plan a word course?: Set the date, location and teacher first, then allow at least two weeks for invitations and registrations. Finish participant information, catering orders and printed materials several days before the course.
What equipment do I need for a word course?: Plan one laptop per participant, plus a presentation laptop, projector, projection screen, HDMI cables, power strips, extension cords and a Wi-Fi router if online access is needed. Test the complete setup at least one day beforehand.
How many laptops should I prepare for a word course?: Prepare one working laptop for every registered participant and keep at least one spare if possible. Check each laptop, charger and workstation before opening the room, rather than testing them during registration.
When should I set up the word course room?: Open the room early enough to arrange tables and chairs, connect equipment, set up workstations and lay out teaching materials before participants arrive. Allow at least 60 minutes for setup and a further 15 minutes for final checks.

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Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.