Workshop Pre-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:

• Increasing visibility and growing your audience.
• Strengthening relationships with your community.
• Enjoying the process—because running workshops is fun!
• Generating income and making your business more sustainable.
• Developing your skills in a particular area.
  
  
  

It’s essential that your ‘why’ aligns with your personal and professional goals. I’ve made the mistake of running workshops simply because others suggested them, and in those cases, I often felt rushed, stressed, and even resentful. Make sure your workshop is something you genuinely want to do, not something you feel you ‘should’ do.
Additionally, consider why your audience needs this workshop. What do you want attendees to gain?

Perhaps you’re offering:

• A chance to connect with themselves or others.
• A deeper exploration of a theme you can’t cover in regular classes.
• A response to frequently asked questions or needs within your community.

Being clear on both your own reasons and your audience’s needs will help you create a workshop with purpose and impact.


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:

• What age group is this for? Are there any age groups you don’t feel comfortable working with? Stick to what feels right for you.
• Is it for beginners or advanced participants? This will shape the content and approach.
• Do attendees need special accommodations? For example, do you need to ensure accessibility for wheelchair users or consider sensory-friendly elements?
• Is it a solo session or for families? If families are involved, how will you facilitate interaction between parents and children?
  
  

Clarifying who your workshop is for (and who it’s not for) will help you design the most meaningful experience for your attendees.


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:

• Will you include movement, breathwork, relaxation, journaling, or games?
• Do you want to incorporate crafts or hands-on activities?
• Will you provide refreshments or invite guest practitioners?
• Are you introducing a special experience you’ve been eager to try?
  
  

At this stage, focus on outlining the main components, rather than diving into specific exercises or sequences.


4. When Should Your Workshop Take Place?
Instead of picking a date immediately, consider general timing:

• What days of the week tend to work best for your audience?
• Would a morning, afternoon, or evening session suit them?
• Do school holidays matter?
• Will seasonal factors affect attendance?

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:

• Facilities: Do you need toilets, baby-changing areas, or kitchen access?
• Accessibility: Is the venue wheelchair-friendly? Does it have parking? Is it near public transport links?
• Space: Will there be enough room for movement-based activities? Does the venue have sufficient heating if you’re working with young children or vulnerable groups?
• Outdoor access: Do you want to incorporate nature-based activities?

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.