When arranging a training workshop, it is great to have your learning facilitator and content all lined up. However, it is also very important that you also check that the logistics element of the workshop is under control. Organising a training workshop requires a number of pieces to be aligned to run smoothly just like a jig saw puzzle. If a piece does not fit then the entire workshop can be a disaster. Unfortunately, when things go wrong, this is the part of the training workshop attendees remember. If you have to organise a training workshop and you are wondering what logistics you need to put in place, then here are my 5 tips to give you the direction you need.
- Ensure sufficient time is allowed for joining instructions, preferably, 8 weeks before the event
- Provide all relevant information in one communication
- Send a final logistic e-mail about 3 days before the event
- Define materials with the facilitator
- Provide print out slides in a binder for all delegates
- Provide Flipchart, pens, note books and post it notes
- Provide Badges for all delegates, observers and facilitators
- Check that you have a note of all dietary requirements. Please consider the diversity of your participants.
- Avoid sit down plated lunches. They are time consuming. Make choices around working lunches, in the meeting room or foyer outside the meeting room or a buffet lunch.
- If you have to organise a dinner, choose one menu for the entire group. The only exception should be for special diets.
- Most venues provide 3 set refreshment breaks usually on a day delegate rate. From my experience, it is better to organise hot beverages on tap throughout the sessions. Ensure that you have caffeinated and decaffeinated beverages as well as a choice of herbal infusions as well as low calorie drinks on standby.
- Have plenty of water available, both sparkling and still and that water is refreshed at every break.
- Check what AV requirements are included in the venue costs
- Do a rehearsal before the start of the workshop
- Send all PowerPoint slides and videos to the AV technician before the workshop for testing
Accommodation and Travel
- Provide hotel accommodation near the workshop venue. Try to accommodate all delegates in the same venue. I recommend that you try and negotiate early check in.
- Provide details of ground transportation including and obtain delegate’s contact information. Provide maps for direction to the venue.
- Ensure that the hotel selected and the workshop venue (if different) have easy access.
These are my top tips for managing the logistics for a training workshop. I find that no matter how prepared your trainer is and how great the content is, if the logistics are not well organised it can really detract from the value of the event. Now it’s your turn, what other ways do you think should be given priority when organising the logistics for a workshop?