Thread: Hosting workshop, advice?

Hosting my first workshop. I am bringing the amazing and lovely Michelle Charles of Rochester, NY to Buffalo for a combinations workshop! So the great teacher I have already!
Workshop Hosts:
Just asking for tips about making it run smoothly. What have you learned? Tips and Tricks to offer?
Is there anything I should avoid?

Students/workshop attendents:

If you were attending a workshop (other than the instructor, I know I have a really good one!) what would make you feel really at home and want to attend another hosted by the same person/group?

Thanks in advance for any insights!

Make sure you know what method the teacher wants to be paid, and have it ready in an envelope before they leave.

Make sure people know your "terms and conditions" before they register, for example do you give refunds?

Make sure you get a great venue without too many students packed in there.

Make sure class rotation is agreed with the teacher.

Make sure people bring layers, as often half the class will be too hot & wanting the airconditioning changed, while the other half is too cold.

Make students aware of any venue peculiarities, is food available, is there coffee/tea. Is service slow. Is parking nearby/easy to find.

I am going to include a little story of "what not to do" from the perspective of a student.

I recently attended a workshop with a big name dancer at the studio of another reasonably big named dancer, with my mother. When we went into the studio, we were the only participants who were not students of the reasonably big named dancer, and instead of coming over and introducing herself to us, we were more or less ignored for the entirety of the session. So basically what I'm saying is, take the time to introduce yourself to people you don't recognize. It's just polite.

Also, please have a venue that isn't so crowded that half of the class cannot hear the instructor.

Originally Posted by Mahsima

I am going to include a little story of "what not to do" from the perspective of a student.

I recently attended a workshop with a big name dancer at the studio of another reasonably big named dancer, with my mother. When we went into the studio, we were the only participants who were not students of the reasonably big named dancer, and instead of coming over and introducing herself to us, we were more or less ignored for the entirety of the session. So basically what I'm saying is, take the time to introduce yourself to people you don't recognize. It's just polite.

Also, please have a venue that isn't so crowded that half of the class cannot hear the instructor.

I never would expect an introduction, although it's a nice touch. I'm not sure why the host would be all that personally interactive with the students during the workshop teacher's class, either - I'd expect her to just spend a minute or so introducing the workshop teacher and setting basic expectations (nothing besides water in the studio, bathrooms around the corner, etc), then fall in with the rest of the class to take the workshop. Obviously I'm missing something here.

I totally agree with not overselling workshops, though. Nobody wants to waste time and money on a teacher they can't hear or see.

Thanks so much for the info!
I am trying to make a nice event possible for all students.
My venue is large, dance floor is good, parking good, registration is being done (as well as check in) in a planned well organized way. I hope!?
Just wanted thoughts on what to avoid and what students found important.
Did you go to a small workshop? Because I think I know what you mean? I've been to several small workshops in which I am one of two that are not from the studio. I know I found it nice that the studio director came over and just said, "Oh nice to meet you in person " (had only email contact prior to event)
In a really big one I didn't think anything of no one really paying attention to my presence.
I am running a very small one so your opinion is well noted!
Thanks.

Most mentioned above, but the big thing for me as a student going to workshops or hosting them is making sure people know about directions and parking.

Check google and yahoo directions to make sure they are accurate. Give anexact address for those who use things like Garman. And give your own version of directions for those who don't use either.

And parking. There have been a number of workshops I went to where the host neglected to tell people they would have to pay for parking. ,m::

I also recommend some online payment system. It worked really well for me, got me more people taking the workshop.

My instructor hosts a yearly workshop. I appreciate that lunch is included in the price of the workshop and there is water available. If you are from out of town, it can be difficult to find a place to eat so lunch is very much appreciated. I really appreciate the class rotation - it gives everyone a chance to be in the front row - it is the participants choice as to whether they decide to stay in the back or move up. I was at a recent workshop where the girls of the instructor pretty much stuck together - you know, it's like the "click". I like to introduce myself to people and make a few new friends and appreciate it when the same courtesy is extended to me. Also, I know this isn't always possible but it is so much better for the instructor when registrations are done beforehand - at least they have an idea of how many are going to be there. It is very annoying to not have any room on the dance floor when you are trying to learn. And, I do enjoy an instructor that goes out of her way to be friendly and moves through the students to show the move if at all possible. But, this is also where class rotation comes in handy.

If the Instructor is soft spoken or if the venue leads to sounds bouncing around it is wonderful to rent, purchase or borrow a wireless microphone. Some Instructors require one in their contracts. Also a helpful addition for the show MC.

If parking is somewhat limited is it beneficial to list the address of alternate, nearby parking.

Sometimes it isn't feasible to offer a lunch. If participants have to leave the site to obtain food it would be wise to consider 1:30 for lunch and offer a list of nearby options. Between traffic, bathroom stops, potential lines to order food, time to eat - an hour is usually less than adequate.

If your Instructor does not allot time for warm-ups and cool-downs you might want to mention that in your pre-event information. Dancers could be advised to allow time for stretching pre-class so all class time could be focused on dance. (Not always wise but I have noticed it happening.)

A phone contact that will be valid the day of the event is helpful. A home phone number is not useful if someone en route is calling due to unexpected road construction causing major delays. I know one sponsor that purchases a pre-paid, disposable cell phone for her events. Only event-related calls go to that phone number so she knows to have her paperwork available when she answers it. Plus that entire bill is part of event expenses.

All cell phones should be off or on vibrate during classes and shows. Any calls should be handled outside the dance room and show area.

No perfume or gum in dance class.

Thanks so much for all the info! It is helpful to get everyone's opinion! I have been to many workshops and know what I like but having other opinions helps me out!
My event is very small but still want it to be run well!
Thanks everyone!