Planning Your Workshop

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:

• Venue Booking: Ensure you have enough time before and after your workshop for setup and pack-down. Many venues charge for this time separately, so factor that into your booking.
• Arrival Time: Allow a buffer before the official start time. For example, if your workshop runs from 10:00 to 12:00, you might arrive and set up at 9.30 (if this is long enough for you to set up) and open the doors at 9:45 to let participants settle in.
• Breaks: Plan when you’ll take breaks for refreshments or comfort stops. Clearly communicating start, finish, and break times will help attendees manage their time effectively.
• Activity Flow: Arrange activities logically. If your workshop includes a craft that requires drying time, plan it early in the session.

Making the Most of Your Space
The layout of your venue can influence the success of your workshop:

• Zoning Areas: If you have a large space, consider setting up different areas for movement, crafts, and refreshments.
• Adapting to Small Spaces: If you’re working in a compact venue, think about how to efficiently move tables and mats during transitions.
• Safety Considerations: If you need to rearrange the room mid-session, ensure clear communication and support for smooth transitions. Especially if you have young children zimming around! 

Capturing the Moment: Photography Considerations
If you plan to take photos during your workshop, keep these points in mind:

• Always obtain consent from participants beforehand.
• Personally, I think the best times to take photos are during craft activities, group discussions, or during movement and games.
• I avoid taking pictures during relaxation activities, as many people (including myself) feel uncomfortable being photographed in that setting.

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:

• Buffer Activity: Have an independent activity ready for early arrivals so they can engage straight away- if they want to.
• Icebreakers: Whether it's a fun game for children or a discussion point for adults, this helps create a welcoming atmosphere and helps people feel at ease.
• Guided Activities: I personally always include a led activity, such as a story, adventure, or movement practice.
• Creativity & Connection: It can be really fun to incorporate activities that allow participants to create something or engage with others.
• Clear Communication: Using a non-verbal cue, such as bells, to regain attention helps to avoid straining your voice.
• Closing Ritual: I like to end with a structured activity or reflection- this helps it to be clear that the workshop is over and ends it neatly. I also love to give something that people can takeaway, like a journal prompt, a craft, or mini poster.

Resources and Support
These questions might help you while you are planning:

• Do I have enough materials for all participants?
• Are there any additional resources I need to buy or prepare?
• What’s my plan for refreshments and clean-up?
• Do I need an extra pair of hands?

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!