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Workshop Planning:

Workshop Scheduling

Workshop Scheduling | Sample Workshop Agenda
Sample Workshop Evaluation Questionnaire

As a general rule of thumb, it takes three months to plan a workshop. If your workshop is for a conference, you will need to present your proposal to the conference organizers up to 12 months in advance. Check with conference organizers for specific deadlines.

Twelve weeks prior to workshop

  • Choose a date and time.
  • Identify the audience you would like to reach and the optimal number of participants.
  • Identify workshop presenters, and develop a rough outline (see Sample Workshop Agenda.
  • Find a location and reserve a room.
  • If you are organizing workshops in local communities other than your own, contact the local public television station to see if they would like to participate.

Eight weeks prior to workshop

  • Work with partners, school districts, local public television stations, etc., to identify potential participants and collect addresses.
  • Finalize your workshop agenda and identify the clips, activities, and other resources you plan to present. If this is a train-the-trainer workshop, begin preparing trainer notebooks, including information about your project and its resources, sample agendas, and representative activities. Be sure to involve your advisors or partners if they will be co-presenting.
  • Prepare the invitations.

Six weeks prior to workshop

  • Mail invitations.

Four weeks prior to workshop

  • Gather materials for distribution at the workshop.
  • Make sure you have access to any A/V equipment you need, or make arrangements to rent it.
  • Complete handouts for workshop participants, and have them copied and collated.

Two weeks prior to workshop

  • Confirm your room for the workshop.
  • Confirm attendance.
  • Make necessary tweaks to workshop agenda, depending on size of audience, perceived interest of participants, and what project resources will be available.

One week prior to workshop

  • Collect any project, workshop, or activity materials that you have not previously gathered. If you are doing hands-on activities, make sure you have enough materials for each participant or group of participants.
  • Practice presentation speech and timing, including clips and activities, with all presenters.
  • If possible, get colleagues who are unfamiliar with the hands-on activities to test them out to help you determine where you may need additional explanation, materials, or assistance.
  • Order refreshments (two days prior to workshop).

Day of the workshop

  • Arrive early. Check the room, test your A/V equipment, and set up nametags, refreshments, etc., ahead of time.
  • Make sure you leave enough time at the end of your workshop for participants to fill out their evaluations. (Better yet, don't give them their project resources until they have passed in their evaluations.)

After the workshop

  • Pay presenters honoraria, if appropriate.
  • Send thank-you notes to anyone who presented or contributed to the workshop.



In this section:
    Print

    Web/Interactive

    Video

    Person-to-Person
    Activities

        Types of
        Person-to-Person
        Activities

        Budgeting
        Person-to-Person
        Activities

>      Workshop Planning

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