eventie how to host a successful workshop

Over the next few months, we will be posting a series of easy to follow guides on how to host, plan and manage all types of events.

Having 9 years' experience in planning and managing corporate events, weddings, private parties and workshops, we have developed effective 'Eventie Master Tips' and advice that we will be sharing with you in this series. 

The following is a simple, yet POWERFUL guide that will help you identify what you will need in order to host a successful workshop. 


Step 1: Create a Vision Board for Your Workshop

vision board workshop


Aims, objectives and goals - find images, words and phrases that represent this and stick them on a board. Once this is complete, be sure to place this board somewhere where you can see it daily.


Why do you want to run the workshop?

How do you as a host want to feel during and after the workshop? - here is where you ensure your feelings are in positive alignment with your goals.

What impact d you want to make?

Who is your target audience? TIP: conduct market research on your target audience - who is your target demographic? Are there similar workshops already on the market?

How many people do you wish to host? TIP: we find that 10 - 16 participants is a good number to host without compromising on the quality of the workshop.

Content of the workshop - draft a rough agenda/programme. 

Funding - will it be a paid or free workshop?

Sponsorship - partnering up with relevant partners or inviting guest speakers who could sponsor your workshop can add great value to your workshop.


Step 2: Venue Sourcing



A suitable and ideal venue for your workshop.


The size of the venue - is it big enough to fit the number of participants you have envisioned? TIP: size matters! Ensure it is big enough to accommodate the participants but not so big that you lose that intimacy factor that is required to make the workshop environment fertile. 

Location - is it located in an area that is aligned with your target audience? e.g. is it easily accessible with transport links? Is there free parking available? Is it in a safe area? Is it in a trendy area where your target audience is likely to be?

Facilities - does it offer facilities that support your workshops? e.g. accessible toilets, refreshments, chairs, tables or accommodation.

Availability - is it available on your chosen date and time? 

Eventie MASTER TiP_.png


Step 3: Date and Time


A date and time that is synchronised with your target audience, e.g. if you are targeting working professionals choose a time that accommodates their working schedule. 


A date that is far enough in advance. This gives participants enough time to schedule it in their diaries. TIP: we advise a 2 - 4 months lead time, this is highly dependant on the behaviour of your target audience and the type of workshop you are hosting.


Step 4: Invitations

Draft and send out invitations. TIP 1: be sure to collect relevant information like contact details, special considerations, dietary requirements etc. Knowing this information amplifies your hosting capacity. TIP 2: provide enough information to sell the event e.g. FREE parking, FREE food, the workshop content, guest speakers etc.


Creating marketing materiel for your workshops. 

Creating social media campaigns to increase engagement.

TIP: as participants register, begin engaging with them prior to the event. This creates positive momentum. 


Step 5: Catering and Logistics


Ensure you have prepared for everything to run smoothly.


Catering - everyone ALWAYS appreciates an occasion with food! Providing refreshments encourages participants to focus and keeps them from getting hungry and distracted. TIP 1: consider the time of your workshop, this will help you decide what kind of refreshments to provides, e.g. if it runs over lunchtime organise a lunch meal. TIP 2: meal times are a valuable informal networking opportunity.

Workshop Collateral - research and prepare relevant material for the workshop such as handouts and ice-breakers etc.

Arrange room layouts and seating plans - we find that U shape, Banquet and Boardroom layouts provide enough room for active participation in a workshop.

Recruit an assistant to help with preparations prior, during and after the workshop.

eventie MASTER TIP (2).png


Step 6: Finalise Agenda

Return to your Vision Board and ensure you have covered everything in your aims and objectives. 

Build in breaks - comfort breaks are always appreciated by participants. TIP: try and be flexible with your break schedule, observing your participants during the workshop will help you determine when to have a break. 

Rehearse - run over the agenda and adjust timings and make additions if necessary.


Step 7: Conduct Workshop

Have a great time! Remember to breathe and enjoy the moment. Live out the vision that you created in the beginning. 

Part of being a great host involves ensuring you are on hand to support participants should they have questions during the workshop.

Make sure you take photos for your records as well as, photos to engage with participants during the workshop and your social media followers. TIP: consider creating a social media #hashtag that you can use during the planning process, during the workshop and after the workshop. 


Step 8: Post Workshop Engagement


After the workshop, maintain the positive energy and momentum created during the workshop experience.

Continue to engage those who attended as well as, those who were unable to attend. Follow up emails and social media engagements are effective ways of doing this.

Remember to request feedback which you can use to improve your future workshops.

Review your Vision Board and enjoy observing how your vision became your reality! 

Begin planning the next one! 

It makes sense to SEE what your goals look like

Is your goal for your business to one day have it’s very own building with your company name written across the front? Do you dream of buying a house by the lake with 6 bedrooms, 2 living rooms and a kitchen with a granite top island? Perhaps you want to travel the world and visit all the tropical destinations in the Caribbean and Asia?

What do your goals actually LOOK like?

Often we have these goals and dreams tucked away in the back of our minds, behind our fears and the endless ‘busyness’ of our daily lives. 

This simple yet effective tool of visualising or having a visual representation of your goals, is a lot more powerful than you may think. As humans we have the ability to see the future before it actually happens. We can visualise how we believe the world is and begin to make it our reality.

The practice of visualising continues to be used by many successful figures and athletes, like Oprah Winfrey & Arnold Schwarzenegger to accelerate achievement of their goals. 

The benefits of visualising include;

  1. Activation of your creativity - you begin generating ideas to achieve your goal

  2. Subconscious programming of the brain to recognise the resources you need achieve that goal

  3. Building motivation - having that visual representation motivates you to take the necessary actions to get one step closer to achieving that goal 

  4. Law of attraction - this means bringing into your life the people, resources, and circumstances you need to achieve your goal by aligning your mindset, words and action with your goals (a separate post on this is coming soon)

Today, we invite you to find images that represent your goals, so you can SEE what they actually look like ...because it makes sense.