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Community Workshop Series #5 Delivering and planning community workshops can be a rewarding experience, whether you're working with children, families, or adults.
I’m hoping that this blog will help you ensure your workshop runs smoothly. It is based on lessons learned from my own experience of running workshops - some of which were really successful and some not so much! 😂 Before the Workshop: Preparation is Key Effective preparation lays the foundation for a successful workshop. Here are some crucial steps to take before the event. Clear Communication with Attendees Ensure participants have all the necessary details well in advance. Key information to provide includes:
To avoid distractions on the day, ensure the following are handled in advance:
Give yourself plenty of time to set up and regulate your own energy before the event begins. This might include:
During the Workshop: Setting the Tone Once the workshop begins, your role is to create a welcoming, inclusive environment where attendees feel comfortable and engaged. Welcome Participants Warmly
I find having a simple notebook with participant names really helpful to track attendance. This is also useful to jot down any important things to remember such as key codes or alarm codes. Start on Time (Even if Some People Are Late!)
Some participants may not have read all the pre-event emails, so take a moment to:
It’s helpful to have a structured plan, but be open to adjusting if needed. If something isn’t working or doesn’t feel right, adapt as necessary. Mindfully Capture the Experience
After the Workshop: Gathering Insights and Looking Ahead Reflecting on the experience and gathering feedback really helps to refine future events and workshops. Collect Feedback
Announce Future Workshop Dates If you’re planning another workshop, let participants know the next dates while the experience is still fresh in their minds. Many attendees may return, reducing your need for extensive marketing. Reflect on Your Own Experience
Running workshops takes effort, and each one is a learning experience. Take a moment to appreciate your work and the impact you've had on attendees. Final Thoughts Workshops can be an incredible way to connect with communities, share knowledge, and create memorable experiences. By preparing thoroughly, staying flexible, and reflecting afterward, you’ll continuously improve and refine your approach. What are your top tips for running a smooth and engaging workshop? Share your insights in the comments! I hope that you have found this series useful, you can watch all of the videos in this series here Don’t forget that you can download the free guide to accompany this video series here. If you are considering running seasonal workshops for kids or families, you may find my seasonal bundles helpful for April, you can get 20% off the full Season Bundle by using this link. Would you like some support to plan your own workshop? Why not book a call with me!
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Community Workshop Series #4 Welcome to part four of my five-part series on planning and delivering workshops in the community. Whether you’re running workshops for children, families, or adults, thoughtful planning can make all the difference. In previous posts, we covered why you might want to run a workshop, generating ideas, and the practicalities of planning. Today, we’re diving into the key elements of structuring your actual workshop.
Timing and Scheduling One of the first things to consider when planning your workshop is timing. Here are some key aspects to think about:
Making the Most of Your Space The layout of your venue can influence the success of your workshop:
Capturing the Moment: Photography Considerations If you plan to take photos during your workshop, keep these points in mind:
Consider whether you’ll take photos yourself or assign someone else to do it. Structuring Your Workshop Activities Once you have your timings in place, you can start structuring your content:
Resources and Support These questions might help you while you are planning:
Having a helper, even in exchange for a free space, can make a huge difference, especially for your first few workshops. Final Thoughts Planning your workshop in detail helps create a calm, structured, and enjoyable experience for both you and your participants. Taking the time to map out your session in advance will help things run smoothly and ensure you feel confident delivering it. In the next post, I’ll be sharing tips for a smooth session. If you have any questions, feel free to email me at [email protected], drop a comment below or book a call with me. Don’t forget that you can download the free guide to accompany this video series here. If you are considering running seasonal workshops for kids or families, you may find my seasonal bundles helpful for April, you can get 20% off the full Season Bundle by using this link. Happy planning! Community Workshop Series #3 Welcome to the third instalment in this five-part series on running community workshops in your kids' yoga or well-being business. If you’ve been following along, you’ll already know why workshops can be a fantastic addition to your offerings and how to gather ideas in the pre-planning stage.
Now, let’s get practical and talk about the logistics of planning a successful workshop. Booking a Venue: What to Consider The venue you choose will set the tone for your workshop, so it’s important to pick a space that meets the needs of both you and your attendees. Consider the following:
Additional Services: Do You Need Them? Depending on the type of workshop, you might choose to include extra services, such as:
Whatever services you feel you need, book them early and factor the cost into your pricing. Promoting Your Workshop Once you’ve secured your venue and any additional services, it’s time to start spreading the word. Even people who express strong interest may not actually attend, so allowing plenty of time for marketing is crucial. Key strategies include:
Setting Up Your Booking System A smooth booking process makes it easy for people to sign up and pay, I found that the easier a workshop was to book, the quicker the workshops filled up! Some options include:
Writing Your Workshop Copy At this stage, you still don’t need to plan the exact details of your workshop! Instead, focus on crafting clear and engaging copy (text) for promotion. A useful description would usually include:
You don’t need to finalise the session plan yet—just share the main ideas to generate excitement. Final Steps Before You Plan the Workshop With your promotional copy ready, it’s time to put it everywhere:
By this point, you should have a good idea of how many people are likely to attend. If bookings are slow, a final push before your cancellation deadline can help. If the number of people booked aren’t viable, don’t be afraid to cancel—it’s better to reschedule than run a workshop at a loss. I've had to cancel or postpone workshops before, and honestly, at the time I felt embarrassed and it had me questioning everything about my business! Now I know how common this is and it is just something that happens to everyone at some point. Looking Ahead This stage is all about laying strong foundations before diving into the details of the session itself. In the next part of the series, we’ll explore how to plan the actual workshop content. If you have any questions, feel free to email me at [email protected] or book a chat with me. Don’t forget that you can download the free guide to accompany this video series here. If you are considering running seasonal workshops for kids or families, you may find my seasonal bundles helpful for April, you can get 20% off the full Season Bundle by using this link. Happy planning! Workshop Series #2 Welcome to the second post in this five-part series on creating community workshops! In the first post, we explored why you might want to run a workshop for children, families, or adults. Now, we’re diving into the crucial pre-planning stage—where ideas are gathered, but the detailed planning is yet to begin.
If you’re anything like me, the excitement of planning can make you want to dive straight in! You’ve seen a brilliant idea, you want to include it, and your mind is buzzing with possibilities. But trust me, taking the time to think things through first will set you up for success and save you from making some of the mistakes I’ve made in the past. So, let’s break down the key areas you should consider before moving forward with your workshop. 1. Why Are You Running This Workshop? Before you get caught up in the excitement, pause and ask yourself: why do you want to run this workshop? Your motivations matter because they will shape everything from your content to your marketing approach. Here are some common reasons:
Additionally, consider why your audience needs this workshop. What do you want attendees to gain? Perhaps you’re offering:
2. Who Is Your Workshop For? It’s tempting to say, “Everyone is welcome!” but having a specific audience in mind will make your workshop much more effective. Ask yourself:
3. What Will Your Workshop Include? Now, let’s start shaping the content—without getting too lost in the details just yet! Think about the big-picture elements:
4. When Should Your Workshop Take Place? Instead of picking a date immediately, consider general timing:
Avoid the trap of trying to accommodate every individual’s schedule—it’s impossible to please everyone! Instead, gather insights through social media polls, email outreach, or informal conversations to identify the best general time frame. 5. Where Will You Hold the Workshop? Once you have clarity on the ‘why, who, what, and when,’ it’s time to consider where. Rather than choosing a venue based purely on personal preference, think about what’s most practical for your workshop’s needs:
I’ve made the mistake of booking a beautiful venue only to realise later that it wasn’t ideal for my audience. Learn from my experience and ensure the space truly fits your workshop’s requirements! Final Thoughts The pre-planning stage is all about setting a solid foundation for your workshop. By carefully considering why, who, what, when, and where, you’ll ensure your workshop is purposeful, well-targeted, and logistically sound. In the next post, we’ll move into the actual planning process—so stay tuned! Have you run a workshop before? What lessons did you learn from your experience? Share your thoughts in the comments! Don’t forget that you can download the free guide to accompany this video series here. If you are considering running seasonal workshops for kids or families, you may find my seasonal bundles helpful for April, you can get 20% off the full Season Bundle by using this link. Community Workshop Series #1 Workshops can be a fantastic way to expand your reach, build relationships, and bring fresh energy to your well-being business. I know that many kids' yoga teachers, adult yoga instructors, and wellness professionals consider running workshops but feel uncertain about where to start.
If that sounds like you, don’t worry—you’re not alone! Workshops may seem overwhelming at first, but they offer so many opportunities for growth, connection, and creativity. Having run many workshops myself, some great and some where I was definitely ‘learning!’. I want to share my experiences and insights to help you decide if workshops are a good fit for your business. There’s no single “right way” to do things, and I am not saying that my way is the best way! I hope that my reflections will offer some valuable things to think about to help you navigate community workshops, if that is what you choose to do. What is a Workshop? Workshops differ from regular classes in that they tend to be longer (ranging from a couple of hours to a full day) and focus on a specific theme or topic. They offer an opportunity to dive deeper into particular areas of interest. For example, many of my workshops have been seasonal because I live and work seasonally, but yours might focus on other themes, such as mindfulness, relaxation techniques, or storytelling through movement. You can also align workshops with the time of year, community needs, or personal passions. Five Reasons Why Workshops Are Great for Your Business 1. Increased Visibility and Growth A key benefit of running workshops is that they attract different people from your usual classes. Not everyone can commit to a weekly session—some may have unpredictable schedules, financial constraints, or simply prefer one-off events. By offering workshops, you open your business up to a wider audience and create additional opportunities for people to discover your work. Promoting a workshop also increases your visibility, even for those who don’t attend. You’ll reach new people in your community, positioning yourself as a go-to expert in well-being, mindfulness, and yoga. 2. Stronger Relationships and Community Building Workshops provide more time and space for interaction than regular classes, allowing participants to connect with one another and with you on a deeper level. The atmosphere is often more relaxed, and attendees are more likely to engage in conversations and form a sense of community. From a business perspective, workshops can also lead to long-term working relationships. Many people who attend my adult workshops are educators, and this has led to ongoing collaborations with schools. Running a workshop can be the first step in building trust and forming meaningful professional connections. 3. Creativity and Fun One of my favourite things about workshops is that they are fun! Planning and delivering them allows you to be creative and experiment with new ideas. If, like me, you enjoy trying out fresh approaches, workshops provide the perfect space to do that. They give you the flexibility to introduce new themes, techniques, or activities in a way that a regular class might not. 4. Financial Benefits Workshops can be a great way to supplement your income. People often perceive workshops as special events and are willing to pay more for them than they would for a weekly class. While I personally don’t believe that finances should be the only reason to run a workshop, they can be a valuable income stream if planned carefully. This video has some tips for keeping costs down, or if you prefer to read - here’s the blog 5. Skill Development and Experimentation Workshops offer a fantastic space to refine your teaching skills and test out new ideas. In a weekly class, there’s often a set structure that people expect, but workshops allow for more flexibility. If you want to try a new approach or introduce a different element to your teaching, a workshop can be the perfect place to test it before making it part of your regular offerings. Things to Consider Before Running a Workshop While workshops have many benefits, they also come with challenges. Here are some things to keep in mind: Planning and Logistics Workshops can take more effort to organise than regular classes. There may be additional costs, such as venue hire, props, and materials. If you’re including food, there are extra considerations like allergies and food hygiene. It’s essential to budget carefully to ensure your workshop is financially viable. Legal and Safety Considerations Make sure you’re insured to run the type of workshop you’re planning, especially if you’re working with children, vulnerable groups, or different physical activities to those that you usually teach. Conduct risk assessments and consider factors like accessibility, venue safety, and any additional requirements for your participants. Marketing and Attendance Marketing your workshop is crucial. Without enough attendees, the event might not be financially viable. It’s helpful to set a minimum number of participants and a deadline by which you need sign-ups. If you don’t meet your target, be prepared to reschedule or cancel—and don’t be disheartened if this happens! Sometimes timing just isn’t right, and that’s okay. Final Thoughts Workshops can be an enriching and valuable addition to your well-being business, but they need to fit with your lifestyle, goals, and interests. They offer incredible opportunities for growth, creativity, and connection, but they also require planning, organisation, and adaptability. If you’re considering running a workshop, start small, learn as you go, and most importantly—have fun with it! The more you enjoy the process, the more your participants will too. Don’t forget that you can download the free guide to accompany this video series here. If you are considering running seasonal workshops for kids or families, you may find my seasonal bundles helpful for April, you can get 20% off the full Season Bundle by using this link. If you’d like some tailored support to help you plan a workshop or talk through any issues, you can book a slot here. |
From Julia
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