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A Beginner's Guide to Training Event Planning

Updated: Feb 25, 2022

Training events are important for any company or organization. They help foster a sense of unity, improve morale, and show appreciation for employees; however, they can be challenging to organize and plan with all the different details that need to be considered.

This quick article will outline the basic steps you should take in planning your training event: from choosing a location and date to preparing for the big day itself!

1. Choosing a Location

2. Sending Out Invitations

3. Setting a Date and Time

4. Preparing for the Event

5. The Day of the Event

6. After the Event

So without further ado, let’s get started with our first step: deciding on a location!

Choosing a Location

When it comes to choosing a location for your training event, there are a few things you need to keep in mind. Firstly, you need to make sure the venue is big enough to accommodate all of your guests. Secondly, it should be in a convenient location that is easily accessible for everyone and close to parking and transportation options. You should also try to find a venue that has good catering options, as this can save you a lot of time and hassle. Ensure the location will be comfortable for the size of your group and that any necessary audio/visual and Wi-Fi needs can be met.

Sending Out Invitations / Managing Registration

Once you’ve chosen a location, it’s time to start sending out invitations! This can be done in a few different ways: by email, by snail mail or even by phone. Whichever method you choose, be sure to include all the important details such as the date and time of the event, the name of the venue, registration deadline, location information, content outline, contact information for questions, and any special instructions (e.g. dress code).

Setting a Date and Time

Before you start organizing the actual event, it’s important to set a date and time for your training event. To make sure that everyone can attend, you should schedule the training after work hours but before going home. Keep in mind that if the training is held during the workday, employees may have to take time off from their jobs to attend.

Another consideration when choosing a date and time for your training event is the availability of instructors or other visitors who will be attending. You shouldn’t schedule a training event on days where these individuals have prior engagements, as this may cause them to cancel their participation at the event.

Now you need to prepare your final details, such as choosing who will handle catering, refreshments and any other special requests.

Preparing for the Event

Now that you’ve set a date and time for your training event, it’s time to start preparing for the big day! This includes making a list of all the things that need to be done and assigning tasks to specific individuals. This can include anything from arranging transportation for guests to ordering catering. Once you have a comprehensive list, you can start assigning tasks to specific individuals.

One of the most important tasks when preparing for a training event is arranging catering. This can be a daunting task, but if you plan ahead you can ensure that everyone will be well-fed. Another thing to consider is refreshments, such as coffee or tea. You should also make a list of any special requests from your guests and the appropriate accommodations.

The Day of the Event

Finally, it’s time to actually put on the training! The morning before your event you should start planning for this section by picking up any necessary materials from the printers. Also, remember to bring a spare copy of your presentation or activity in case anything goes wrong.

Depending on your event, you may need to do some last-minute set-up as well as prepare for what will happen after it’s over. For example, you may need to arrange transportation for your guests and set up an area for continuing education, such as a resource library.

As the day of your event approaches, it’s important to remember not to overlook the details! For example, make sure that there is plenty of signage near all directions leading to the building. Also, be sure to have plenty of time built into your schedule for unforeseen circumstances.

Now that you’ve done all the hard work, it’s time to actually put on your training event! It can be a little nerve-wracking at first but just remember what you planned ahead of time and everything will follow smoothly.

Once the event has started, it’s important to make sure that all your guests feel welcome and at home. To do this, you should greet each guest as they arrive and introduce them to any other individuals who may be attending. Once everyone is settled in and comfortable, you can start the presentation or activity.

During the event, it’s important to always be prepared for any questions that may arise. If there are multiple presenters, each person should have a list of questions that they can answer if needed. However, no presenter should ever assume that they have all the answers.

One of the most important parts of attending your training event is the chance to network. Make sure that you’ve prepared a space for mingling and encourage guests to get acquainted with one another. Also, take advantage of this opportunity by sharing more information about how they can become involved in future events.

The Aftermath

As you wind down to the end of your event, it’s important to think about what to do next. Your guests are probably exhausted from all the valuable information they have learned throughout the day! Depending on how formal your event is, consider giving out farewell gifts or passing around a sign-up sheet for future events. If you have a valuable resource library, you may also want to take this chance to have your guests register for follow-up.

Finally, don’t forget to thank everyone involved in the event and especially all of your volunteers! Also, remember to follow-up with a survey or their contact information so that you can stay in touch about future opportunities.

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About Continuum Preparedness

Continuum Preparedness is an emergency preparedness advisory firm headquartered in Denver, Colorado. Continuum was founded with the simple mission of providing quality, affordable, and easy-to-use emergency preparedness and crisis response solutions for organizations of any type or size. Since our inception in 2016, we have prided ourselves on helping clients in a variety of industries across 19 states build more resilient safety programs. Using our genuine partnership approach, our team has developed plans, procedures, training, and exercises for university campuses, medical facilities, outdoor venues, arenas, stadiums, government agencies at the local, state, and federal level, contract security firms, non-profit institutions, and a variety of others. To learn more, visit

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