NOTE: Not everything here will apply in every situation. For example, there is extra information for international workshops.

Please read all of this!

Each workshop should have a designated Administrator. He or she should work with the Workshop Coordinator to make sure everything is done. The Administrator and Coordinator may be the same person. Or they may delegate certain responsibilities to each other, by agreement.

Generally, the Administrator is responsible for all of the practical arrangements. The Coordinator is responsible for leading the workshop.

See the "Checklist for Workshop Administrators" for a detailed list of what must be done.

Planning the workshop:

If you are not the CEO of the sponsoring organization, make sure the leadership is fully behind the workshop.

The workshop should be planned as far in advance as possible, preferably at least 6 months. Normally, a minimum of eight people need to be committed to attend before finalizing plans. Whenever possible, invite participants from more than one group.

Send an e-mail to Relationship Resources, Inc., giving details of the planned workshop, including dates, location, sponsoring organization(s), contact person, who the Coordinator will be, and whether it is open to others outside of your organization. If it is to be held in a sensitive country, let RRI know what to say on the Web site, if anything. If more participants are needed and you would like RRI to make it known, let us know.

Facilities:

If at all possible, have it at a retreat center, or some other location away from organization offices and residences. It works much better when participants can get away from home and work.

The meeting room needs to have good acoustics so each person can hear every other person in the room. It should be large enough so participants can sit around tables and not be crowded.

Round tables are best. If these aren’t available, rectangular tables will work. Four to five people can sit at a table, as long as they aren’t crowded. The facilitators need a 6-8 foot table, and two stools if available.

Comfortable chairs and temperature enhance learning!

Try to prepare for as few distractions as possible. Except for emergencies, deliver phone messages at breaks. No phone or computer phone lines should be available in the meeting room.

Equipment and Supplies:

Decide with the Workshop Coordinator who will provide specific items.

Workbooks must be purchased through RRI.

Finances:

• Deposit for RRI. Contact RRI for a workshop contract.

• Facilities

• Room and Board

• Supplies

• Ground transportation for participants

• Materials, including workbooks

• Travel, room and board for facilitators

• Honoraria for facilitators.

Promoting the Workshop:

You need to decide the best way to do this, depending on potential participants. Here are a few ideas.

Workshop brochures are available, if you want to distribute them. Or you can refer potential participants to the Web site for general information about the workshop.

Prepare a letter or e-mail with information about the workshop. It should include things like a description of the workshop, location, dates, times of beginning and ending, housing available, emergency phone number, dress code. Tell them that they must plan to attend the full workshop. No one should be registered if they plan to arrive late, leave early, or miss sessions during the workshop.

Encourage participants to stay on site if possible. They will get more out of the workshop.

Include the registration form.

Registration:

A registration form is normally needed. Feel free to adapt this for your needs, or make up your own.

Normally, participants should pay a deposit to hold their place, and provide payment in full before the workshop. Or you may want participants to provide full payment upon registering. This saves bookkeeping. You need to decide whether full or partial payment is refundable if a person cancels.

Workshops work best with 12 to 24 participants. Do not plan on more than 24 without discussing it with RRI. It is best to have an even number if possible, since participants work in pairs during much of the workshop.

A cut-off date should be set for registrations, so that notebooks and other arrangements can be prepared.