| Choosing a Space |
| Decide on the kind of space you will need. Consider: |
- the number of participants you hope to have
- whether you will need an area for childcare
- location (it should be easy to get to)
- ease of access for participants with disabilities
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| Decide on a time for the workshop. Consider: |
- when most participants are available
- offering the workshop more than once (on the weekend as well as a weekday, or in the evening as well as in the daytime.
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| Select a location for your workshop. Consider: |
- the convenience for participants to find and have access to
- size of the rooms
- location of restrooms
- space for childcare
- availability of tables and chairs
- the date and time available
- the costs involved
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| Arrange for permission to use the space. |
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| Arrange for the building and room to be open at least one hour before your workshop. Make arrangements for the room set-up. Consider: |
- enough chairs for all participants, workshop leaders and observers
- tables for small groups to work at
- a refreshment table
- a registration table (usually just outside the meeting room)
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| Getting People to Come |
| Make a list of everyone you think might be interested in attending. Consider: |
- parents
- community members
- teachers
- school officials
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| Make invitations. They should be in the first language of the people you are inviting and should include: |
- topic
- time and location
- the language that the workshop will be in (or if translators will be available)
- information about transportation and childcare
- information on how to register (include a form they can fill out and mail in or a phone number they can call)
- a phone number to call to ask questions
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| Send invitations out a month ahead of time |
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| If you want to have a large number of participants, make notices. The notices should include the same information as the invitations above. Post them a month ahead of time in such places as: |
- the school
- grocery store
- Laundromats
- community centers
- library
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| Getting Ready Ahead of Time |
| Select the workshop activities you plan to use. Consider: |
- the skills and experience of your participants
- the time available
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| Make an agenda for your workshop. Allow time for: |
- registration and refreshments
- introductions
- the activities you have selected
- one or more breaks, as needed
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| Arrange for equipment you will need such as: |
- easel and chart paper
- markers
- tape
- pens and paper for participants
- overhead projector (make sure it works) and screen
- nametags
- copies of handouts (enough for all participants)
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| If you will not have an overhead projector, copy the overheads you will be using onto chart paper. use clear, large letters |
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| Arrange for refreshments and serving equipment such as: |
- baked goods (purchased or cooked by volunteers
- soft drinks
- urns for coffee or tea
- cream and sugar
- cups, plates, napkins, spoons and forks
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| Enlist volunteers to help you with such tasks as: |
- setting up
- greeting participants
- preparing refreshments
- translating
- helping with childcare
- transportation
- cleaning up
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| Getting Yourself Ready |
| Prepare how you will open the workshop. Consider: |
- how you will introduce yourself and any other workshop leaders
- how participants will introduce themselves
- important information you need to share (for example, the location of the restrooms, when break time is and when the workshop will finish)
- any "icebreaker" or "getting to know you" activity you plan to do
- establishing "ground rules"
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| Make a list of everything you need to bring with you and do the day of the workshop. Use it as a checklist. |