Work week checklist: what to arrange and when

A work week involves more than setting a programme and booking rooms. You need participant details, dietary requirements, consent forms, group assignments, transport and work materials ready before people arrive. This checklist covers the planning sequence, from registrations and reservations to room setup, groceries and coffee. Use the early steps to lock in information, then leave the final day for testing equipment, arranging tables and chairs, and laying out materials by group.

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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 workweek program
3 people
Create the participant list
2 people
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Check consent forms
2 people
Group participants
3 people
Assign escorts to groups
2 people
Make reservations
2 people
Confirm transportation
Collect work assignments
3 people
Copy teaching materials
2 people
Compile worksheets
2 people
Distribute run sheets
2 people
Assign the rooms
2 people
Order groceries
2 people
Test the equipment
2 people
Check materials
3 people
Make name badges
2 people
Pick up groceries
2 people
Set up spaces
4 people
Set up tables and chairs
4 people
Lay out materials by group
3 people
Hang decorations
2 people

Event

Set out coffee and tea
2 people
Set up the reception table
2 people
Register participants
3 people
Hand out name badges
2 people
Explain the program
2 people
Guide groups to classrooms
5 people
Distribute work assignments
5 people
Lead the workshops
8 people
Serve break drinks
3 people
Refill drinks
2 people
Set up lunch buffet
4 people
Serve lunch
5 people
Serve diet meals
2 people
Guide the afternoon program
8 people
Collect work results
4 people
Lead the end-of-day wrap-up
3 people
Store the day materials
4 people
Leave work areas clean
5 people
Repeat the daily schedule
2 people
Hand out group materials
4 people
Guide project assignments
8 people
Serve lunch
5 people
Supervise afternoon activities
8 people
Refill drinks
2 people
Check interim results
4 people
Clean workspaces
5 people
Prepare presentations
6 people
Facilitate presentations
6 people
Provide breaks
3 people
Serve lunch
5 people
Hand out feedback forms
3 people
Set up final presentations
5 people
Guide final presentations
7 people
Serve lunch and drinks
5 people
Set up the exhibition space
5 people
Display projects
6 people
Lead the closing meeting
4 people
Hand out certificates
3 people

Aftercare

Sort leftover materials
4 people
Return materials
3 people
Wash dishes
4 people
Clean the rooms
6 people
Collect waste
4 people
Remove decorations
3 people
Return borrowed items
2 people
Return unused groceries
2 people
Process final settlement
2 people
Thank participants
2 people

What to bring

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

Furniture

Tablesqty 12
Chairsqty 40
Desksqty 8
Stoolsqty 12
Coat racksqty 4
Buffet tablesqty 3
Waste binsqty 6

Tableware

Platesqty 45
Deep platesqty 10
Mugsqty 45
Drinking glassesqty 50
Forksqty 50
Knivesqty 50
Spoonsqty 50
Serving spoonsqty 8
Serving bowlsqty 10

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 4
Coolersqty 4
Cutting boardsqty 6
Kitchen knivesqty 6
Bowlsqty 12
Measuring cupsqty 3
Oven mittsqty 4
Serving traysqty 6

Equipment

Laptopsqty 12
Projectorqty 2
Projection screensqty 2
Speakersqty 2
Microphoneqty 2
Extension cordsqty 8
Power stripsqty 8
Chargersqty 15
USB sticksqty 8
Laminator
Laminating sleevesqty 100

School supplies

Notepadsqty 40
Pensqty 60
Pencilsqty 40
Erasersqty 40
Rulersqty 40
Markersqty 12
Markersqty 24
Colored pencilsqty 12
Scissorsqty 20
Glue sticksqty 30
Paperqty 1000
Colored paperqty 500
Cardboard sheetsqty 100
Tapeqty 12
Sticky notesqty 24
Whiteboard markersqty 24
Flipchart padsqty 6
Name badgesqty 45
Clipboardsqty 12

Decorations

Flagsqty 6
Paper garlandsqty 8
Tableclothsqty 6
Balloonsqty 60
Arrow signsqty 12
Presentation boardsqty 8

Lighting

LED lightsqty 6
Batteriesqty 24

Cleaning

Bucketsqty 4
Mopsqty 4
Broomsqty 4
Dustpan and brushqty 4
Cleaning glovesqty 12

Catering

Groceries

Tips

Set the programme and participant list first, then send invitations with a clear registration deadline. Allow at least 2 weeks to process registrations, collect dietary requirements and check consent forms before grouping participants.
Confirm reservations, room assignments and transportation after registrations close. Share the final run sheets only when groups, escorts, rooms and travel arrangements are settled, ideally 3 to 5 days before the work week.
Prepare teaching materials by group rather than in one large pile. Copy the required materials, compile worksheets and label each group’s materials before the setup day so distribution takes minutes instead of causing a delay.
Test every laptop, projector, projection screen and speaker at least 1 day in advance. Do not rely on equipment being available: check cables, power, presentation files and sound in the actual rooms where they will be used.
Collect groceries no later than the day before and set out coffee and tea before participants arrive. Check that serving items, mugs, drinking glasses, plates, cutlery, coolers and waste bins are in place before the first break.

Frequently asked questions

How far in advance should I plan a work week?: Start the programme, participant list and room planning at least 4 to 6 weeks ahead. Close registrations about 2 weeks before the start so you have time to process requirements, form groups and confirm transport.
When should I send work week invitations?: Send invitations as soon as the programme, dates and registration process are ready, preferably 3 to 4 weeks before the work week. Set a registration deadline at least 2 weeks before the start.
When should I prepare the rooms and materials?: Check materials and test equipment 1 day before the work week. Set up tables, chairs, desks and group materials on the setup day, then place name badges and coffee and tea before arrival.
How much time do I need on the final setup day?: Allow at least 3 to 4 hours for room setup, equipment testing, groceries, materials and signage. Add extra time if several rooms or participant groups need separate layouts.

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