This is How to Plan a Workshop planning guide can help you organise this unique kind of event, whether you’re a seasoned professional or just starting started.
Let’s first clear up any misunderstandings. The word “workshop” is often used to refer to a wide range of events. Nevertheless, a workshop is described by Merriam-Webster as “a typically short, intense instructional session for a relatively small number of individuals that concentrates mainly on methods and abilities in a specific profession.”
To put it another way, consider a workshop to be a small gathering whose primary objective is to provide participants useful information. Lessons in photography, computing, creative writing, and hackathons are a few examples of workshop ideas. But it goes far beyond than that. With the correct preparation, just about anything can become a workshop.
These 22 pointers and techniques will show you how to organise a workshop:
Here is everything you should do to ensure the success of your workshop before, during, and after.
1. Respond to the 5 Ws (and 1 H)
- The large picture of your workshop is comprised of the five Ws (plus one H). You’ll have a wonderful road map for yourself and your collaborators after it’s been put in writing, ensuring that everyone is on the same page from the start.
- The meanings of the 5 Ws (and 1 H) are as follows:
- Who is running, organising, and participating in this workshop?
- Which kind of workshop is that? A professional training workshop, for instance, is likely to vary greatly from a yoga session.
- When do you anticipate doing it? Is it a one-time occurrence or a series?
- Where is the location of the workshop? Will it be virtual or in person, as well? And where do you anticipate the participants to be
- Why now and why this workshop? Why are participants required to attend?
- Based on what you now know, how will you carry out this workshop?
2. Select your workshop’s objectives.
Most likely, you already know how to set S.M.A.R.T. objectives. But creating workshop objectives has unique difficulties.
The experience level comes first. If you’ve run a workshop similar to this previously, you may evaluate past statistics to see what worked well and where you can make improvements. If you don’t, you’ll need to conduct some research to see what you may reasonably anticipate from it. Find nearby events that are comparable and ask the hosts if they would be willing to jump on a call to discuss their experiences.
You’ll need to estimate the number of attendees second. It’s likely that participants in a session you’re leading for a business are obliged to sign up. You won’t need to bother about attendance in such situation. However, if you’re organising an event without a confirmed audience, research attendance rates and statistics for the sort of How to Plan a Workshop you’re hosting.
3. Pick a category.
The sort of workshop you choose will affect how to design it, whether it is physical or virtual, aprofessional training or a yoga session. For instance, if you’re organising a virtual sound bath, you’ll need to provide your practitioner with the right audio gear so that they can have a satisfying experience.
4. Create a team
A team makes it easier to carry out a major project, as with ay other. You could locate volunteers from your coworkers, friends, or presenters, even if the workshop is exclusive for your internal employees. Start by determining what the various stakeholders are willing to provide. Decide on a weekly meeting time and calculate how much time each member must devote.
5. Examine your target market.
Look for the media (video, music, memes, etc.) that most appeals to them. Think about their workshop objectives and start formulating activity ideas based on them. If you are currently in contact with your target audience, launch a poll or survey that invites their feedback.
6. Describe your budget
Create a spreadsheet with a list of all the supplies you’ll need for the workshop. Include everything, including digital advertising and venue hire. Include the costs and estimates for each. Then, if it’s a for-profit event, determine your potential income and determine if the expense of conducting the workshop makes sense given your anticipated admission pricing How to Plan a Workshop
7. Establish a schedule
Introduce yourself, the speakers, and the topic of the session before describing what the workshop is all about. Include a keynote address, a breakout session that promotes networking, and a closing reflection or Q&A to wrap up the programme.
8. Gain insight from rivalry
To get a sense of what other planners usually do and how you may enhance it, look up comparable events online. To guide your own, look for information on workshop durations, activities, topics, extras, and descriptions.
9. Determine the workshop’s date.
When selecting your prospective workshop dates and hours, keep your audience in mind. Don’t hold your session in the nights or on the weekends, for instance, if you want to target bartenders.
10. Create a communication strategy.
Consider the following inquiries for yourself:
- When and why will you communicate with the participants in your workshop?
- How should you communicate with them?
- What further services can you provide besides promoting your workshop?
11. Create a marketing schedule
Do you need a place to start? A few social media outlets and an email list ought to be more than plenty. Plan aside time to create, review, distribute, and address comments on each piece of material you publish.
12. Prepare for a sale
Select your ticketing system, then think through how you’ll take payments in person. Include equipment costs and fees in your event budget.
13. Create new content
Make 3–4 pillars on which to build your content. However, the others should cover intriguing, relevant themes. One may be your workshop. Keep in mind that your goal should be to foster community rather than zealously promote your products.
14. Find place
Make a wishlist of possible locations or venue types if you’re hosting in person. Determine the software platform you want to employ if hosting virtually.
15. Plan out your layout.
Layout your workshop using our event diagramming tools. You’ll need areas for registration, activities, breakout rooms, and any unique areas you want to incorporate, like an outside spot for drinks after a course.
16. Schedule activities
The finest workshop activities start with an icebreaker that relates to the workshop’s topic, then move into your main event and a relaxation time. Your competition research will also be useful here. Put your own twist on your favourite concepts from connected events.
17. Think about collaborations
If you haven’t already, think about forming alliances with companies that will either help your audience or your event. A firm that specialises in tea for yogis, for instance, may benefit your yoga audience. How to Plan a Workshop On the other hand, a nearby yoga studio that has given one of its instructors as a workshop leader is a brand that will help your event.
18. assemble tools
Everything you need for this phase is included, from pencils to a projector to your preferred email newsletter platform. If you want to try out any programme or require something supplied to you, plan this ahead of time.
19. Examine effective practises from the workshop
Verify the enthusiasm your speaker will bring to the occasion. Remember to leave space in your plan for the presentation so that it may flow with the mood of the audience as well. Giving people space to talk, polishing parts of your conversation, and having one or two additional segments ready in case you rush through the others are all necessary in order to do this.
20.Create a huddle
In the days before the event, meet with your team. Review everyone’s duties, go through your day-of strategy, and if you haven’t already, develop a Plan B for the most important agenda items.
21.Create a practise run.
This phase is particularly crucial if your event is online. Verify each host’s illumination, video and audio quality, and internet speeds. Check each piece of software to determine whether it needs any upgrades so you can use it.
22. Hold an evaluation of the workshop.
Researchers developed a technique for how to quantify the effect of workshops in a large study that was carried out by teams from the Universities of Manchester, Oxford, and many others. They concluded that it is important to comprehend why measuring effect is important in the first place and to strike a balance between the time needed to plan the workshop and the time we want to devote to evaluate it.
The statement continues, “With excellent metrics, we can persuade funders to continue and support the work that we do, encourage people to attend our workshops, and feel certain that the work we are doing with our workshops is meaningful and making a difference.”
You now understand How to Plan a Workshop
You may complete your plans using the knowledge gained from these virtual event examples now that you are aware of how to organise a workshop and have this workshop checklist at your disposal for quick reference.
Next, learn the best client meeting advice for new event planners to help you prevent avoidable blunders.
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