Sponsor LogisticsTeam members having fun

We will guide you every step of the way regarding:

  • Choosing a Workshop Site
  • Room Arrangement and Setup
  • Equipment Specifications
  • Invitation Checklist
  • Menu Planning

 

 

Tips for Choosing a Workshop Site

When choosing a workshop delivery site there are many considerations to keep in mind. By following this guide, you will help provide the highest quality workshop possible, meaning the participants will maximize their learning and likelihood of taking future action. Together, we hope to provide participants with the most desirable learning atmosphere.

The following workshop site characteristics came from comments and requests made by participants who have attended previous workshops. We realize these items may seem elementary or just plain common sense. However, we know that in our hectic schedules things tend to get overlooked. We offer this as a reminder of the most important items.

  • A desirable workshop delivery site is one that has a professional image. Among other things, this means that the location should have pleasing décor, up-to-date equipment, a courteous staff with helpful information desk personnel, and be conveniently located to restrooms. It is also important to select a location within easy commuting distance for participants.
  • Lighting is very important. The room should have the ability to have all lights on in the room except within 8 feet of projection screen and it should have controls to shut out unwanted sun.
  • The room should have an acoustic environment appropriate for learning. It is best to have solid walls (not pull out dividers between rooms), a room located in an area where outside noise is not distracting (i.e. ringing telephones, airplanes, traffic, etc.), adequate space to comfortably accommodate the group size (not too large or too small) and have no one seated with their back to the instructor.
  • Comfortable chairs and enough space at tables for participants to work is a must! If people are uncomfortable, no matter how interesting the session, they won’t leave happy.
  • Each participate should be supplied with (at the minimum) a name tag, a name tent card for the table, a pad and pen.
  • Having food available is important to any long workshop, even if only a continental breakfast for the morning break, and cookies and beverages in the afternoon. For lunch, a buffet-style meal is usually the quickest way to get people served without rushing them. Buffet tables should be pulled away from walls so both sides can by utilized by participants.
  • Please also consider that people have different dietary needs.  Include gluten-free, soy-free and dairy free foods in the selection and have them well labeled.  Always have both dairy and non-dairy creamers for coffee.  Plenty of bottled water is a must!  A minimum of one bottle of water per person, per day plus other beverages is appropriate.

Room Arrangement & Setup

Room arrangement is extremely important to the success of your event. We have tried to make it easier for you by detailing the arrangement for the most optimal knowledge attainment and pleasure for the participants. Please select from the items below for the appropriate setup for your event.

  • A wide room is preferable to a long room so everyone can see the screen.  Screen in the center of the long wall.
  • No one should have their back to the screen
  • Rob is very active during workshops and needs to easily reach all attendees
  • No podium is required
  • A small table for props is helpful
  • Assign seats and have seat assignments posted at door and on the tables

Equipment Specifications

Having the appropriate equipment can make or break your success. Please select from the items below for equipment guidance for your event. Remember, just having the equipment there is not enough – it must work and you must know how to use it. In some cases, you may even want to consider having backup equipment or at least know who you can call at a moments notice for help.  We are an Apple office and travel with compatible equipment as a backup.

Invitation Checklist

Participants generally appreciate knowing why they are invited or expected to attend an event. The event sponsor can do this best by using the checklist as a guide for email Invitations.

  • Name of Workshop
  • Your purpose for conducting the workshop
  • Sponsor’s learning objectives (copied from, or amended from, our course description*)
  • Location (with any needed directions)
  • Date and hours
  • Timing and method for participants to confirm attendance (if relevant)
  • Who to call if participant has questions
  • Comment on whether food is provided or where attendees can go out for meals
  • *Biography on presenter (if desired)
  • *Prework description (with relevant links or attachments)

*Provided to you by C3E

Menu Planning

Having brain food available is important to any workshop longer than two hours, even if only a continental breakfast for the morning break, and fruit, nuts, cookies and beverages in the afternoon.

With coffee, please also include real cream and non-dairy creamer.  There are many lactose intolerant people.  Bottled water is also appreciated.

Generally, we will be working during lunch.  We recommend a buffet-style meal.  It is usually the quickest way to get people served without rushing them. Buffet tables should be pulled away from walls so both sides can by utilized by participants.  If your budget is limited, maybe you have a cafeteria or take out restaurant near by, however it is always better to provide lunch.  Box lunches are also appropriate.

High protein, low sugar and low fat meals are best for learning.

Also, please consider that some people have food intolerances and allergies.  It is best to ask each participant if they have any food sensitivities that we can prepare ahead for.  They will be relieved that they will be able to eat something!

Some suggestions:

  • Barbecue
  • Salad Bar
  • Italian dishes with antipasti
  • Taco or Fajita Bar