Project Training Preparedness checklist | FREE Download

This is a 40+ point checklist for in person training. It is designed for anyone involved in running in-person training events. Whether you're a seasoned event organizer or a first-time training facilitator, this checklist is your ultimate guide to ensure a smooth and successful training program. Jump straight to the download
A screenshot of a FREE Training Preparedness Checklist showing over 20 checks. It can be used to make sure that Training Preparedness processess and procedures are working well on any project.
Organizing training is complex and stressful. You want to focus your time on the content not worry about the logistics. This checklist has you covered so you don't miss any of the boring admin stuff.

If you want to feel confident that your training session will go smoothly use this checklist. By ticking off each item on the list, you know you're ready to deliver an excellent training session.
By downloading our checklist you get:

  • The 12 checks you need to prepare classroom materials.
  • Room and food - 10 things you must do.
  • Confidence that you have everything covered for your participants.
  • 10 checks you must do on the day.
  • A document you can edit and share with ease.
Feel confident about your next training session download your checklist now!

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Who is this checklist for?

This Training Preparedness Checklist is intended for anyone responsible for organizing a training event. For example:
  • training and development managers,
  • project managers,
  • administrative staff, and
  • independent trainers.
If your role involves facilitating training sessions, workshops, seminars, or similar educational events, this checklist is for you.

How to use this checklist

Using the checklist is easy and straightforward. Simply go through each item listed under the different sections, and check them off as you complete them. We have detailed everything from the earliest stages of preparation to the final actions on the day of the training. We recommend starting to work with the checklist as soon as you begin planning your training session, and keep it at hand throughout the process. It will provide you with a tangible tool to manage your tasks, and reassurance that no critical detail is missed.

The checklist contents


Project Details and Document Control

Provide information on the project and document:
  • Company or Project Logo
  • Project Name
  • Version Number and Date
  • Version History: Version No, Implemented By, Revision Date, Approved By, Approval Date, Description of Change.

Preparation for Training

Classroom Materials

  • 1.     Training material sent to instructors
  • 2.     Check you have the latest version of the training
  • 3.     Materials printed or ordered from printer.
  • 4.     Materials shipped to venue.
  • 5.     Prizes and giveaways purchased and shipped.
  • 6.     Flipcharts, Easels, Markers ordered.
  • 7.     Badges, Notepads, Post-it notes, pens, highlighters and markers shipped.
  • 8.     Certificates of completion printed and shipped.
  • 9.     Interactive whiteboard ordered.
  • 10.  Projector ordered
  • 11.  Any additional AV ordered e.g., microphones, speakers, mixers
  • 12.  Laptop for presenting material (if not bought by instructors).

Venue/Room and Food

  • 1.     Location and dates confirmed.
  • 2.     Room and facilities booked/reserved.
  • 3.     Break out rooms booked e.g., for splitting into groups.
  • 4.     Food and refreshments ordered e.g., snacks, tea and coffee, orange juice, water, sweets, breakfast, lunch, dinner.
  • 5.     Venue equipment reserved e.g., some venues may provide projector, flipcharts, screens, lecterns etc.
  • 6.     Verify room size and set up e.g., auditorium style, classroom, u-shape, boardroom.
  • 7.     Verify room size and enough tables and chairs.
  • 8.     Verify where lunch will be provided e.g., buffet style in room, outside room, in restaurant.
  • 9.     Check venue or caterer can manage all dietary requirements e.g., vegan, gluten free.
  • 10.  Check what signage the venue will provide i.e., check that participants will know where to go when they arrive.


  • 1.     Class start and end times
  • 2.     Lunch break
  • 3.     Break times
  • 4.     Departure times and constraints.
  • 5.     Agenda finalized and distributed to instructors and participants. You might produce a separate more detailed agenda for instructors.

Schedule/Participant Arrangements

  • 1.     Student’s invited if applicable or signed-up/payment confirmed.
  • 2.     Student information confirmed (numbers, names, skills)
  • 3.     Attendee/participant list collated and shared with instructors
  • 4.     Language and accessibility needs confirmed e.g., hearing loop, translated materials, ramps etc.
  • 5.     Any students from overseas? Have visa and travel arrangements been made?
  • 6.     Any travel arrangements needed for the instructors?

Just Before the Training and On The Day

One to Two Days Before

  • 1.     Download a copy of materials to your devices e.g., slide deck.
  • 2.     Have hard copy back up of slide deck etc in case internet doesn’t work.
  • 3.     Make sure any hard copy materials have arrived at the venue.
  • 4.     Check you have copy of agenda, participant list and badges.
  • 5.     Send friendly reminder email to participants, include any pre-work you want them to do.

On The Day

  • 1.     Check room layout and numbers of tables / chairs
  • 2.     Find out how to adjust room temperature.
  • 3.     Familiarize yourself with light switches, socket locations etc.
  • 4.     Check internet connection and get guest wifi details for participants
  • 5.     Check all training materials have turned up and are where you need them to be.
  • 6.     Meet venue Events Manager:

    • a.     confirm timings,
    • b.     any fire alarms planned?
    • c.     What is fire/emergency procedure?
    • d.     Where is first aid?
    • e.     Is signage up?
    • f.      Nearest exit
    • g.     Nearest washroom
  • 7.     Set up a registration table if applicable.
  • 8.     Brief Assistants/Trainers if applicable.
  • 9.     Check all equipment, e.g., projector, sound system, microphones, screens.
  • 10.  Check training evaluation forms printed / available online.

Tips for using the checklist

  • Choose the Preferred Format: The Project Training Preparedness checklist is available in multiple formats, including Word (docx, doc), PDF, and OpenDocument. Select the format that is most convenient for you and your team to work with.

  • Understand the Table Structure: The checklist is presented in a table format with three columns. The first column provides a description of the check you need to make. The second column is for ticking "Yes" if the check is applicable or has been completed successfully. The third column is for ticking "No" if the check is not applicable or has not been completed, and "N/A" if the check is not applicable to your specific project.

  • Customize the Checklist: Tailor the checklist to fit your needs. You can add or remove checks based on your project requirements. Use the editable format (Word or OpenDocument) to easily modify the checklist and include additional checks that are relevant to your project's unique circumstances.

  • Ensure Clear Communication: Share the checklist with your team. Clearly explain the purpose of the checklist and its importance in ensuring quality successful delivery. Encourage everyone involved to actively participate in completing the checks and and provide necessary input.

  • Regularly Update the Checklist: As your preparation for the training progresses, revisit the checklist regularly to track the completion status of each check. Update the "Yes," "No," or "N/A" columns accordingly to reflect the current status.

  • Collaboration: Encourage collaboration and involvement from the relevant team members for each check. Delegate responsibilities and assign ownership for completing specific checks to ensure thoroughness and accountability.

  • Document Evidence: Where applicable, document evidence or supporting information related to each check. This can include emails, venue contracts, or any other relevant documentation that demonstrates compliance or completion of the specific check.

Training Preparedness checklist

Word download - Training Preparedness checklist (Word .doc)

Word download - Training Preparedness checklist (Word .docx)

OpenDocument Text - Training Preparedness checklist (.odt)

PDF download - Training Preparedness checklist (.pdf)

Training Plan Template

Training Evaluation form


Project Templates to download