Workshop planning template

The Workshop Planning canvas is used to define core aspects of your event. By focusing on the context and purpose of your workshop, this template will help maximize the effectiveness of your session to ensure that it will run smoothly.‍

About the workshop planning template

The workshop planning template gives you the structure and organization needed to plan a successful event. Proper planning ensures no small details are missed and participants get the most out of the workshop. Templates are the best way to kickstart your process and make sure you reach your workshop goals.

Workshops are an excellent way to boost company and community engagement. You can use the template to plan workshops for work departments, volunteer organizations, or community members. This template is easy to use and applicable to any workshop or event.

What is a workshop planning template?

Planning a sensational workshop requires brainstorming and careful organization. Workshop planning canvases are organizational frameworks that help piece together the essential information needed to plan an event.

The workshop planning template makes ideation easier, improves workflows, and provides a framework for scheduling workshops. By focusing on the workshop's purpose, goals, and deliverables, this template creates a roadmap to success by setting the schedule, workshoping activities, and tools and materials needed.

Steps to planning a workshop

The workshop planning template makes planning a workshop feel seamless. It includes the following sections, as well as the creative space to add your own ideas, timelines, and general thoughts and concerns:

• Goals and Outcomes 
• Activity Types
• Deliverables
• Journey & phases

Once we’ve navigated the steps of the template, here are the initial considerations for planning a great event.

Step 1: Decide location and budget

Suppose the workshop is for a department in an organization. In that case, the event can be held in person, remotely, or at a venue. This is acceptable if there is adequate space and the workshop will not cause a distraction to other departments. If the workspace doesn't have enough space, seek venues that can accommodate the event.

Consider how workshop participants will get to the venue. Is the venue easily accessible by public transportation, or will they need cars? Will transportation be provided?

It’s also crucial to ensure the venue rental cost fits the budget. To stay on track with the budget:

• Confirm that the venue has enough chairs and tables to accommodate participants
• Check beforehand that it has the tools and equipment necessary to make the event successful (projector, sound equipment, microphone, etc.)
• Plan what food and beverages will be provided to participants
• Include materials needed by participants

Step 2: Brainstorm goals and outcomes

Goals and outcomes build the foundation of a workshop. Ask yourself the purpose of doing a workshop and what participants should take away from it. Are you looking for a solution to an organizational challenge, or are you trying to level-up employees, increase engagement, or just have a little fun?

Clear goals will determine who will benefit from the workshop and what activities to plan.

Step 3: Choose participants

Create a list of those participating in the workshop and what they need to get the most out of it. If the workshop requires participants to be broken up into teams, ensure teams are diverse and include varying experience levels.

Successful workshops place importance on participation and team collaboration. Ensure entrants are aware that they will take part in activities and that each should enter the workshop with an open mind and a willingness to participate. Communicate essential information beforehand regarding the schedule for the day.

Step 4: Plan activities

Participation-based workshops need a variety of activities to keep folks engaged. Keep this in mind while planning and try to develop activities that cater to various learning styles and personality types to keep things fun and engaging.

A practical workshop is built around education and organizational goals. For each activity, ask yourself what participants will take away from it. Create participation-based activities that require an active role in the learning and teachings of the event and to ensure each attendee leaves with the required knowledge.

Pro tip: Use ice breakers or energizers to warm everyone up. This is not only fun, but also helps get the introverts into the group experience while easing tension and encouraging collaboration.

Step 5: Choose deliverables

Plan for deliverables that will come out of the workshop. These may be tangible or intangible outputs but should add value, knowledge, and transferable skills. Keeping deliverables in mind helps in the planning stages and shouldn’t be overlooked.

Step 6: Design the schedule

Designing the workshop's journey and phases will optimize the event's duration. Make sure to plan a strong opening to welcome attendees. The opening should start with something meant to engage before moving on to the schedule and expectations. Design a plan that incorporates engaging activities, breaks, and discussion time.

Key points in a workshop, for example, should always take place at the start, or after breaks. Participants will be more engaged in the early stages, or right after a lunch or bathroom break.

Step 7: Materials and tools

Leave room in the planning process to account for the materials and tools needed to make the workshop a success. Ensure the venue has enough chairs, tables and space to host participants. Confirm that sound and projection equipment is available, if needed. Will you have enough pens, paper, tape, scissors, and other craft tools that may come in handy?

Step 8: Create a post-workshop plan

After soaking up a day that's power-packed with information, participants may suffer from workshop amnesia. The event may have been productive and engaging but participants may have trouble recollecting what they've learned when they return home.

Workshops are most effective when there are actionable steps to remind attendees of key concepts post-event. Digital collaboration and note-sharing should be encouraged and is an excellent way to create a database of key information from the event. Handouts can be digitized into online docs, and discussions can be recorded and made into webinars. You can capture your workshop from start to finish with online whiteboards and allow participants to revisit information anytime.