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Logistical Checklist For Training

This document provides a logistical checklist for planning trainings that includes deadlines and responsibilities. It outlines tasks that must be completed in initial arrangements, developing the agenda and workbooks, selecting a training facility, arranging for trainers, participants, coaches, materials, meals, on-site logistics, and follow up. The checklist helps ensure all necessary preparations are made prior to the training dates.

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Richard R M Thodé
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1K views3 pages

Logistical Checklist For Training

This document provides a logistical checklist for planning trainings that includes deadlines and responsibilities. It outlines tasks that must be completed in initial arrangements, developing the agenda and workbooks, selecting a training facility, arranging for trainers, participants, coaches, materials, meals, on-site logistics, and follow up. The checklist helps ensure all necessary preparations are made prior to the training dates.

Uploaded by

Richard R M Thodé
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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LOGISTICAL CHECKLIST FOR

TRAININGS

Person Deadline Completion


What Must Be Done Responsible Date
INITIAL ARRANGEMENTS
Meet with major partners
Identify potential dates
Determine participant numbers
Determine budget
Determine who will pay for what
Identify potential trainers
Identify potential locations
Set dates & set timelines
Fill out planning tool
AGENDA & WORKBOOKS
Develop agenda (half day coaches training/full
day training/three quarter day training)
including evening activities, meals, other special
events
Work with trainers to electronically update
training workbook (trainer bios, current
agenda and event dates) and coaches manual
Workbook and coaches manual prepared for
duplication
Workbook and coaches manual count received
Duplication complete
Arrangements made to get workbooks and
manuals to training location (by beginning of
coaches training)
Materials packed and prepared for sending to
training location
TRAINING FACILITY SELECTION
Estimate facility needs: number of breakout
rooms; size of rooms; space for experiential
activities, A/V requirements, parking etc.
Wheelchair access and other disability needs
determined, e.g., for hearing/visually impaired.
Visit made to one or more potential facilities to
meet staff, tour facility, determine availability
of appropriate space, equipment and services
Costs obtained from facility
Determine total cost for facility
Facility selected and dates reserved
Contract signed with facility
Billing arrangements confirmed with facility
Contact for “day of” needs (unlock building,
additional AV needs, etc.) determined
Contributed by Montana Conservation Corps (Bozeman, MT). An EnCorps resource. Please retain the original attribution
when using or adapting this resource.
Person Deadline Completion
What Must Be Done Responsible Date Date

TRAINER ARRANGEMENTS
Identify possible trainers
Confirm trainers
Prepare and review contract for responsibilities
(copy costs, transportation, evaluation forms)
Finalize trainer contracts
Request trainer bios for workbook
Request A/V requirements & room set up
Arrange trainer transportation
Arrange for trainer lodging
Arrange for trainer meals
Schedule and agenda confirmed with trainers
PARTICIPANT ARRANGEMENTS
Develop and distribute date saver
Prepare participants list (include coaches and
trainers)
Information for participants prepared,
including dates, start and end times, agenda,
materials to bring, how to get to the location
where training will be provided
Special need requirements obtained from all
participants
Participant check-in arrangements made
Attendance Confirmed
Participant nametags made (include coaches
and trainers)
COACHES ARRANGEMENTS
Determine how many coaches are needed
Solicit coach recommendations from
AmeriCorps and *VISTA projects
Confirm coaches
Arrange coaches transportation
Arrange coaches lodging
Arrange coaches meals
Arrange meals and snacks for coaches training
TRAINING MATERIALS
Generate list of material needs (flip charts,
easels, blue tape, markers, note cards, balloons,
scotch tape, cloth blind folds, etc.)
Determine who pays for what
Solicit donations/purchase materials
Arrangements made to get materials and
supplies to the training location.
All materials prepared and packed for sending
to training location
Page 2
Person Deadline Completion
What Must Be Done Responsible Date Date

MEAL ARRANGMENTS
Consult with facility to determine meal
regulations
Determine if meals/snacks will occur conjointly
or separately
If conjointly, obtain participant headcount for
meals
If conjointly, ensure that all meals selected are
vegetarian friendly
If conjointly, determine how payment will occur
Identify volunteer to meet caterer etc. and
facilitate meal time
*IF PROGRAMS DECIDE TO DO MELAS
SEPARATLEY, DO NOT FORGET TO
INCLUDE COACHES AND TRAINERS!*
ON SITE ARRANGEMENTS
Confirm all trainers and coaches have arrived
Make sure all registration materials on site
(name tags, workbooks, etc.)
Training rooms seating arrangements
appropriate
Materials for sessions in training rooms
Audio-visual equipment available and working
Water/coffee/soft drinks available
Room temperature and lighting comfortable
Volunteers identified to man registration table
Volunteers identified to distribute snacks
Volunteers identified to assist with clean up
FOLLOW-UP
Completed evaluation materials collected and
provided to appropriate person
Bills for all aspects of training received and
recorded
Bills checked
Bills paid
Thank you notes sent to coaches
Debriefing held with key individuals
Evaluation materials aggregated
Evaluation results shared with planning body
members and staff
Promised follow-up done
Agenda and materials changes documented for
future use

Page 3

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