This guide will help you plan your Workshop, whether you are a full-time planner or just starting.

Let’s first clear up any confusion. Workshops can be used to refer to many types of events. Merriam-Webster defines a workshop as “a typically brief, intensive educational program that focuses on specific techniques and skills for a small group of people.”

A workshop is a small event that aims to provide informational value for attendees. Some examples of workshop ideas are photography lessons, coding classes and creative writing sessions. It goes beyond this. With the right planning, almost anything can be transformed into a workshop.

These tips and tricks will help you plan a workshop.

This is everything you need before, during, or after your Workshop to ensure it’s a huge success.

Answer the 5 Ws and 1 H.

Your Workshop is made up of the 5 Ws and 1 H. Once you have the outline, it will be easy to share with your collaborators and create a roadmap to help everyone get on the same page.

The meanings of the 5 Ws (and 1H) are:

• Who will host this Workshop?
• What type of Workshop is it? A professional training workshop, for example, will be very different from a yoga workshop.
• When do you plan to do it? Do you want to do it as a single event?
• Where will this Workshop be held? Will it be held in person? What are your expectations for participants?
• Why this Workshop and why now? What are the reasons attendees should be there?
• Based on what you already know, how will this Workshop be executed?

Your workshop goals

You may already know how to create S.M.A.R.T. goals. Creating goals for workshops presents its challenges.

The first is your experience level. You can review past experiences to see what went well and needs improvement. You’ll need to dig deeper to determine what you can expect from it. Ask hosts who have hosted similar events in your region if they would be open to sharing their experiences.

The second is to predict how many people will attend. You might need to invite everyone to run a workshop for an organization. You don’t need to worry about attendance in that situation. If you are hosting an event that does not have a guaranteed audience, check out statistics related to your Workshop and the average attendance rates.

Select a type

The type of Workshop you choose will affect how it is planned, whether in-person, virtual, professional training or yoga session. If you host a virtual sound bath, you will need to provide the audio equipment necessary to make it a memorable experience.

Create a team

A team can help make a big project easier. Even if the Workshop is for in-house employees, it may be possible to recruit volunteers from your friends, coworkers and speakers. Ask stakeholders to share their ideas. Set up a weekly meeting with stakeholders and estimate each participant’s time.

Research your audience

You should look for the type of content you are looking for (audio, video, etc.). What type of content (video, audio, etc.) appeal to them the most? Start brainstorming activities that are based on their workshop goals. You can start a survey or poll to get feedback from your audience if you are in direct communication.

Draw up a budget

Create a spreadsheet listing all the items you will need for your Workshop. You can include everything, from venue rentals to digital ads. Add the quotes and prices for each. Calculate your potential revenue if you’re hosting a for-profit event. Next, determine if the cost to host the Workshop is reasonable compared with the expected admission prices.

Make a plan

Begin by explaining what this Workshop is about, who the speakers are, and the purpose of the Workshop. The main lecture, breakout sessions that encourage participants to interact with one another, and a closing reflection or Q&A should be included.

Learn from the competition

You can find similar events online to get an idea of how planners do it and what you can do to improve. To help you create your Workshop, look for details such as the length of activities, themes, bonuses, descriptions, and themes.

Choose a date to host the Workshop.

When choosing the dates and times for your workshops, keep in mind your audience. If you are trying to reach bartenders, don’t hold your Workshop on weekends or evenings.

Your communication plan should be written.

Ask yourself these questions:

• What and how will you communicate with your workshop attendees?
• Which channels should you use for them?
• What can you do to add value beyond just advertising your Workshop?