Hosting Exams or Assessment Centres: A Planner’s Checklist

04 Dec Hosting Exams or Assessment Centres: A Planner’s Checklist

Posted at 13:43h in Blog, Event Tips by Kayla Jackson

Successfully hosting an exam or assessment centre requires far more than simply choosing a room and providing desks. These events depend on precision, fairness, accessibility, and a calm environment where candidates can perform to the best of their abilities.
This checklist breaks down each critical component, explaining not just what planners should do, but why these elements matter for a smooth and professional assessment experience.

1. Start With a Clear Schedule

A detailed schedule establishes structure for everyone involved; from candidates to assessors to support staff.

Why it matters:

Assessment days often include multiple components: written tasks, interviews, group work, or timed exams. Without a clear timetable:

Candidates become stressed or confused
Assessors struggle to transition between tasks
Breaks clash with other activities
Timelines overrun, impacting venue bookings and staff availability

A solid schedule ensures consistency and fairness, particularly in high-stakes assessments where timing affects outcomes. It also helps planners manage room availability, staffing, and turnarounds more effectively.

2. Choose the Right Room Layout

Room design directly impacts candidate comfort and exam integrity.

Why it matters:

Proper spacing reduces distractions and prevents candidates from feeling crowded. When layouts are poorly designed:

Noise levels increase
Invigilators are unable to monitor effectively
Candidates may inadvertently see each other’s work
Accessibility may be compromised

In assessment centres, multiple activity zones are essential. Separate spaces prevent overlap between group activities, interviews, and written tasks, ensuring each applicant experiences a fair and consistent environment.

3. Prepare All Equipment and Materials

Every exam or assessment relies on specific tools that must be ready in advance.

Why it matters:

Missing items can delay the start, increase candidate anxiety, and disrupt the flow of the day. From a logistical perspective:

Consistent desk setup ensures fairness
Accurate distribution of materials avoids confusion or complaints
A visible clock keeps timing transparent
Secure storage protects exam integrity
Digital testing requires reliable chargers, Wi-Fi, and backup devices

Even a small oversight, such as a missing pen or uncharged device, can erode candidate confidence or lead to delays that affect the entire day’s schedule.

Classroom layout in the Gulbenkian Room at ISH Venues with a notepad, pen and water set out on the table.

Exam preparedness starts with simple essentials — having a notepad, pen, and a glass of water on hand — all set neatly within a classroom-style layout in the Gulbenkian Room at ISH Venues.

4. Ensure Accessibility for All Candidates

Every assessment must be equitable, providing equal access for all attendees.

Why it matters:

Accessibility affects more than physical access; it influences the candidate’s ability to participate fully. Poor accessibility creates barriers such as:

Difficulty navigating the space
Discomfort due to inadequate seating or lighting
Limited ability to concentrate
Challenges for neurodiverse attendees

Providing accommodations such as extra time, assistive technology, or separate rooms ensures legal compliance and ethical fairness. It also helps candidates feel respected and supported, which can improve performance.

5. Set Up a Clear Registration and Check-In Process

The arrival experience forms the candidate’s first impression of the day.

Why it matters:

A smooth check-in process reduces anxiety and sets a calm tone. Without clear registration:

Candidates queue unnecessarily
Assessors struggle to verify attendance
Bags and devices may be stored improperly
Confusion delays the start of assessments

Efficient check-in protects security, keeps candidates informed, and ensures that the session begins on time.

6. Establish Professional Invigilation and Staffing

Qualified, knowledgeable staff are central to maintaining order and fairness.

Why it matters:

Poorly briefed or inexperienced invigilators may miscommunicate instructions, fail to spot issues, or mishandle disruptions.
Strong staffing ensures:

Consistent monitoring of the room
Proper timing and adherence to regulations
Rapid response to candidate questions or emergencies
Fair enforcement of rules

Their presence also reassures candidates that the exam is being conducted professionally and that everyone is being treated equally.

7. Plan for Candidate Well-Being

Well-being plays a direct role in performance during long or intensive assessments.

Why it matters:

Environmental factors such as temperature, lighting, noise, and access to water can affect concentration.
Without well-being considerations:

Candidates may become tired, dehydrated, or unfocused
Minor stressors accumulate, affecting overall performance
Breaks become chaotic without designated quiet spaces

A comfortable atmosphere enables candidates to stay focused for longer and reduces the likelihood of disruptions caused by discomfort.

Guests enjoying the comfortable breakout space in the Marylebone Room at ISH Venues

Breakout rooms are essential during exams, giving candidates space to reset or complete individual assessments. Having a dedicated room like the Marylebone Room ensures a quiet and comfortable environment that supports focus, well-being, and fair testing conditions.

8. Prioritise Security and Confidentiality

Protection of exam materials and candidate privacy is essential to maintaining integrity.

Why it matters:

If security is compromised:

Sensitive information may be leaked
Assessment outcomes lose credibility
Candidate identity or data may be at risk
Institutions may face complaints or legal repercussions

Secure procedures such as controlled access, ID verification, and strict material handling ensure fairness and compliance with assessment standards.

9. Conduct a Full Technical Check

Digital reliance is increasing, especially in assessment centres that use online tasks, testing platforms, or digital submission.

Why it matters:

Technical issues are one of the most common causes of delays and stress during assessments.
Without proactive testing:

Candidates may be unable to log in
Devices may fail mid-assessment
Wi-Fi drops can cause loss of work
Staff may struggle to troubleshoot under pressure

A thorough tech run ensures everything works before candidates arrive, allowing assessments to proceed without interruption.

10. Debrief and Collect Feedback

Evaluation after the event improves future planning and consistency across multiple assessment cycles.

Why it matters:

Debriefing allows planners to:

Identify bottlenecks or recurring issues
Improve the schedule or room layouts
Adjust staffing or training
Update checklists or procedures
Strengthen security protocols

Gathering feedback from assessors and invigilators also provides insight into candidate behaviour, logistical challenges, and opportunities for improvement.

Final Thoughts

Exams and assessment centres rely on structure, organisation, and fairness. Every detail — from the layout of desks to the clarity of instructions — influences the experience and outcomes for candidates. By going beyond the basics and understanding why each step matters, planners can deliver assessment environments that are calm, consistent, and designed for success.