Workshop planning
_____ Select program date. _______________________________________________________
_____ Select program site. ________________________________________________________
Eight Weeks before the Program Date
_____ 1. Make arrangements: _____________________________________________________
_____ Establish relationship with center contact. ________________________________
_____ Survey site for size, ventilation (air) and heat, furniture, lighting. ______________
_____ Is adequate parking available? __________________________________________
_____ Reserve the training room. Identify room setup. ___________________________
_____ Order audiovisual (AV) equipment (screen, projectors, etc). __________________
_____ Other needs ________________________________________________________
_____ Arrange for refreshments to be available (vending or other). __________________
Seven Weeks before the Program Date
_____ 1. Develop workshop announcement copy and format (letter, brochure):
_____ Copy shows benefits and outcomes, not just content.________________________
_____ Include an outline of the subjects covered. ________________________________
_____ Use testimonials of others who have participated in program. _________________
_____ Pinpoint “take home” results for the participant. ____________________________
_____ Balance personal benefits with organizational benefits. ______________________
_____ 2. Duplicate registration materials (send early in the week). ________________________
Adapted from a document by Jean Barbazette copyright 2001.
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Six Weeks before the Program Date
_____ 1. Send the registration materials:
_____ Send registration package to teams in target group. _________________________
_____ Post announcement on web page or bulletin board with directions to enroll. _____
_____ 2. Duplicate training materials. _______________________________________________
Five Weeks before the Program Date
_____ 1. Keep a log of attendees. __________________________________________________
_____ 2. Follow-up on duplication of training materials. ________________________________
Four Weeks before the Program Date
_____ 1. Acknowledge the following in writing to the participant: ________________________
_____ Name of participant enrolled___________________________________________
_____ Location of classroom (include off-site map) ______________________________
_____ Title of class _______________________________________________________
_____ Date of workshop and times ___________________________________________
_____ Include any pre-work assignments and preparation lists _____________________
Adapted from a document by Jean Barbazette copyright 2001.
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_____ 2. Order training supplies. ___________________________________________________
_____ Spare projector bulbs
_____ Blank transparencies
_____ Non-permanent marker pens
_____ Magic markers, chalk, white board
markers
_____ Pens, pencils, highlighters
_____ Name badges
_____ Duct tape, masking tape
_____ Stapler
_____ Scissors
_____ Lined note paper, stick-on flags
_____ Extension cord, three-prong adapter
_____ Evaluation sheets
_____ Sign-in sheets
_____ Push pins
_____ Clock on instructor’s table
_____ First aid kit
_____ Three-hole punch
_____ Power strip
_____ Tissues
_____ Pencil sharpener
_____ Erasers
_____ Liquid paper
_____ Evacuation procedures
_____ Phone contact list for support personnel
_____ Return labels and box to return materials
Three Weeks before the Program Date
_____ 1. Organize training materials. _______________________________________________
Two Weeks before the Program Date
One Week before the Program Date
_____ 1. E-mail the participants and remind them of the training program. __________________
_____ 2. Reconfirm all room, food, AV, and other arrangements. _________________________
_____ 3. Prepare a workshop packet for the instructor with trainer’s handbook, name badges, sign-in
sheet, evaluation forms, handouts, roster of participants, team handbooks (add extras), etc.
_____ List of participants
_____ Sign-in sheet for participants
_____ Blank end-of-course evaluation forms for participants to complete
_____Confirm time, date, location, and center contact information for the workshop
_____Inform the instructor which materials will be delivered to the classroom or which materials
have been previously sent to the instructor
Adapted from a document by Jean Barbazette copyright 2001.
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_____Notify the instructor to bring any supplies not provided by you that the instructor needs to
bring from his or her own supply
_____Name badges for each participant (hand-lettered)
_____Completed pre-course Training Participant Survey responses from registered participants
_____ List of nearby restaurants
_____ Logistics and administration feedback sheet for the instructor to complete following the
workshop
_____ Names and telephone numbers of resource people who can help with last-minute issues
during the day of the workshop
The Day of the Program
_____ 1. Arrive early to attend to last minute arrangements. _____________________________
_____ 2. Room Preparation
_____ Start with a clean room.
_____ Select the seating arrangement using the chart on the previous page based on the number
of participants and the type of interaction desired.
_____ Set up audiovisual equipment (see the suggestions on the following page).
_____ Place participant materials, blank name tents, evaluation forms, pens, pencils, and other
supplies on the tables.
_____ Have a sign-in sheet available.
_____ Set up a water station or place water on the participant tables.
_____ Set up refreshments.
_____ Provide trash cans.
_____ Have supplies available.
_____ Post names and telephone numbers of resource people who are available throughout the
day.
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_____ 3. Organize handout and presentation materials (Trainer). __________________________
_____ 4. Set up registration and sign-in table._________________________________________
_____ 5. Collect and seal pre-test (Trainer). __________________________________________
_____ 6. Collect and seal post-test (Trainer). _________________________________________
_____ 7. Have the Site Coordinators collect, seal, and mail (or hand deliver) the evaluations. Site
Coordinators must sign over the seal of the evaluations. ________________________________
One Week Following the Program
_____ 1. Record attendant information in database. ____________________________________
_____ 2. Send pre-and post-tests for analysis (two week turn around). _____________________
_____ 3. Analyze workshop evaluations. ____________________________________________
_____ 4. Respond to any negative comments with a phone call (get more info if needed). ______
_____ 5. Send certificates to all participants. _________________________________________
_____ 6. Confirm which participants attended training as well as who was registered but did not attend
training, and who attended and was not registered.
_____ 7. Update and/or make changes in participant information in the database (name, address,
telephone, e-mail address, etc.).
_____ 8. Restore unused supplies and workshop materials.
Two to Four Weeks Following the Program
_____ 1. Make follow-up visits or calls to participants and supervisors to learn of success stories
following training. Write (or have them) an article for the website about the success. __________
_____ 2. Review findings from analysis of the pre- and post-tests. ________________________
_____ 3. Review findings from analysis of the evaluations. ______________________________
_____ 4. Make course design corrections as needed. ___________________________________
_____ 5. Address issues raised by participants on evaluation forms in a timely manner.
_____ 6. Address issues raised by the instructor from the Instructor Feedback Sheet. File the sheet for
future reference.
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ATTACHMENTS*
A ____________________________________________________________________________
B ____________________________________________________________________________
C ____________________________________________________________________________
D ____________________________________________________________________________
E ____________________________________________________________________________
F ____________________________________________________________________________
G ____________________________________________________________________________
H ____________________________________________________________________________
I _____________________________________________________________________________
J _____________________________________________________________________________
K ____________________________________________________________________________
L ____________________________________________________________________________
M ____________________________________________________________________________
N ____________________________________________________________________________
O ____________________________________________________________________________
P ____________________________________________________________________________
Q ____________________________________________________________________________
R ____________________________________________________________________________
S ____________________________________________________________________________
T ____________________________________________________________________________
U ____________________________________________________________________________
V ____________________________________________________________________________
*Please label attachments.
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