10 Key Tips For Organizing A Successful Workshop

Ever wondered what a “workshop” is, how they work and how such an event is organized.

No need to worry if you answered yes but still do not know the answer! This article will help you answer all of your questions, and also make your workshop a reality.

Many people are now interested in this format. It is therefore not by chance that so many organizers also want to organize this format.

The workshop’s structure allows participants to quickly and easily specialize in one subject.

How to create a workshop

Are you ready to start your workshop? We have outlined all the steps to ensure that your event is a success, even if you’ve never done it before!

Each step, from planning the workshop up to distributing certificates, requires a certain level of care.

It is important to consider and care for every detail to ensure that the attendees have the best possible experience.

We have therefore listed each step that is required to organize a workshop.

1. You will have a guide if you choose a topic.

It is important to first define the topic of your workshop. This will help you define the rest of your planning.

Choose a topic that will appeal to your audience and is popular in the segment you are presenting.

Find something that both students and professionals are interested in improving.

You can find out what topics are popular on Google or social media, including Customer Success, Big Data and UX Design.

Moreover, researching the topics used by your competitors will help you generate great ideas!

Be very specific when choosing the topic for your workshop.

2. Your workshop’s audience is important to consider

Understanding the audience for your workshop will help you define the next steps.

You will then have a North that you cannot ignore.

You should consider the type of person that might attend the workshop when you are creating a detailed profile.

What gender are they? What is their age? What age group?

This information will help you find the best person to conduct the workshop. It can even help you find the perfect location to host your event.

Then, determine the number of attendees and if it is a paid event or not.

You need to decide whether your workshop is free or paid for at the beginning of the planning process.

Every event, whether it is paid or not generates costs. This sum must be raised from somewhere, either by a sponsor or through ticket sales.

3. Date, time and location can be set

Are you familiar with the topics that will be discussed at your event, and who the attendees are? Now is the right time to decide on the date, time and location of your workshop.

Consider where your target audience is located, their interests, the places they frequent, and whether they are students, professionals, or both.

Ask questions such as: Does it make sense to have the event online? Do I want to reach people in other states or countries?

You should then consider the best day and time to host the event, such as whether you want it to be held in the morning, the afternoon, or the evening. Consider the type of streaming if the event is being streamed online.

Check if there are any competing events in the same time period as yours.

You can then avoid having the attendees choose between your workshop or the competition’s.

Keep an eye on holidays and dates that are commemorative. Consider whether it is a good idea to hold your event during a major holiday.

When choosing the location for the workshop, consider the comfort of the venue and its location.

You need to make sure the workshop location is accessible and has good infrastructure. Check if the workshop meets your needs, this is important!

4. Select the speakers and mediators

The three main characteristics that will determine the best mediator/speaker to use for your workshop are: audience , didactics and topic .

You should seek out professionals with experience in the field.

For the workshop to be attractive, you should find a speaker that speaks the same native language as your audience.

Speakers must be able to impart information in a way that is both informative and engaging.

Professors and speakers face a great challenge today in capturing the attention of their audiences and keeping them interested. This is largely due to the abundance of information.

Bring in people who are knowledgeable about the subject and can help you to pass on the knowledge.

5. Branding your event is important!

Create a visual identity to make your event easier to recognize.

You may also be able increase the authority and relevance of your event for your audience.

To reinforce your branding, you can offer attendees personalized badges, notebooks and pens.

You can make your mark on the event by using marketing strategies.

Look for a partner who can produce high-quality materials and take care of your entire event marketing strategy.

6. Detail-oriented: Check every aspect

It is important to check all materials that will be used during the workshop before the event. List all equipment and resources you will need, including notebooks, speakers, microphones, and projectors.

Consider the laptop, audio, and video equipment. Also, consider the type of streaming.

All the details matter and are vital to the success of your action.

To avoid any inconveniences and unexpected events, it is important to save videos and presentations in various formats.

It is also important to make a list of all the things that have been completed for your event, as well as those that are still to be done.

7. Promote your workshop

It’s now time to share your workshop with the world! Workshops are usually very focused and shorter in duration than courses.

To achieve the desired number of attendees, it is important to plan the dissemination according to the objectives, and to the funds available.

Effective dissemination can be achieved by distributing printed materials, like flyers and posters, at strategic locations where the target audience is likely to be present.

You must tell the attendees about the workshop’s objectives, the prices, the area of activities, and the benefits that it will bring.

It is also important to inform the event’s date, location, and time.

To reach more people, it is a good idea to promote your workshop through social media.

You should also partner with companies or channels that are related to your event’s theme so they can promote it!

8. Take care of your event

The big day has finally arrived after all the planning and organizing.

You must attend the entire workshop.

The experience of the attendees is seamless from the time they enter to when they leave.

Check-in

Promoting a skip-the line event at in-person events is a dream come true for both the organizers and participants. This is when badges, labels and any other material are delivered.

The check-in process is something that should be carefully considered. It is a good idea to separate the queues by group (names and last names beginning with A-D ; E-L ) as well as the accreditation from the kit handover.

A long line or confusion in the check-in procedure can also make a negative first impression.

Check-in is even simpler if you use an event platform. All of this will be recorded and automated via QR code.

You can easily keep track of attendees at an event by using this method.

The organization can now say goodbye to the confusing spreadsheets that contain attendees’ data.

Breaks

The workshop is organized into blocks. The workshop is divided into blocks to prevent attendees from getting distracted or losing interest.

Have you considered offering coffee breaks to attendees at your event?

This is a great opportunity to encourage interaction, the exchange of knowledge, and networking.

Let your workshop flow!

• Place the subject that is most appealing for the start of the workshop at the top of the list of topics.
• Consider allowing attendees to take a short break between speakers so they can get water or use the restroom.
• Make sure to reserve a place for people who want to share their thoughts, ask questions or make suggestions.

9. Investing in the post-event

Your work as an event organizer is not over! Anyone involved in event production understands the importance of investing in post-event marketing.

Organizers who wish to increase their brand’s recognition in the marketplace and those who plan to hold other workshops should pay attention to the details.

It’s time to post photos and videos of the workshop. Tag the attendees on social networks to gain more reach, likes, and followers.

Listening to the feedback of attendees is also a great strategy. This is an excellent opportunity to evaluate what was the highlight and what could be improved for another event.

The feedback received from the workshop participants can provide new ideas for topics that will be discussed in a future workshop.

10. Sending the Certificates

The certificate of attendance is important to many attendees.

The certificates are not only valuable for the professional but also as a way to complement the educational institution.

Many events choose to still distribute the certificate as a printed version. It is an alternative that’s valid, but not necessarily the most convenient!

It’s possible to create certificates within an event platform.

The platform not only reduces printing costs but also allows your attendees to access their certificates whenever they wish!

What now? Are you prepared to conduct a successful workshop? Why not use a platform?