Tips for a successful workshop

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:

• Terms and conditions – Set expectations around cancellations and rescheduling.
• Health and accessibility information – Gather relevant details such as medical needs, neurotypes, or specific accommodations.
• Logistics – Share the workshop schedule, what to bring (or not bring), dress code, and venue directions.
• Emergency Contact – Provide your phone number in case attendees need last-minute assistance.
  
  
  

Complete Administrative Tasks Early
To avoid distractions on the day, ensure the following are handled in advance:

• Confirm all payments.
• Collect necessary forms (photo consent, health questionnaires, emergency contact details etc.).
• Finalise attendance lists.
  
  

Create a Calm Start for Yourself
Give yourself plenty of time to set up and regulate your own energy before the event begins. This might include:

• Arriving early to set up the space.
• Taking a few deep breaths, meditating, or (if you are really organised!) having a quiet cup of tea before attendees arrive.
• Reminding yourself of your ‘why’—your purpose in running the workshop.

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

• If possible, be present at the entrance to greet each attendee and introduce them to others.
• Show them where essential facilities are (e.g., toilets, refreshments, coat racks).
• Allow space for participants to settle in at their own pace—especially helpful for neurodivergent individuals who may need a moment to adjust.
  
  

Keep Organised with a Notebook!
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!)

• Communicate in advance what time the session begins.
• Begin as scheduled to maintain the flow and keep things stress-free for yourself.
• Have a plan for latecomers, such as a designated seating area or a brief catch-up moment.
  
  

Provide a Clear Introduction
Some participants may not have read all the pre-event emails, so take a moment to:

• Outline the session structure.
• Mention key timings (e.g., when breaks will happen).
• Reassure attendees about what to expect.
  
  

Stay Flexible with Your Plan
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

• If taking photos, ensure it feels natural and aligns with the moment rather than being disruptive.
• Prioritise being present over taking photos, you don't need evidence to prove yourself to anyone!

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

• Use paper forms during the session or send a follow-up email with a digital survey. You can see the questions that I ask on my feedback forms here.
• Ask about what participants enjoyed and any improvements they’d suggest.
• Feedback can also serve as testimonials for marketing future workshops.

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

• What worked well?
• What could be improved?
• Did anything feel out of alignment with your goals or values?
• Consider adjusting your approach based on your insights.
  
  
  

Celebrate Your Success
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!