Thread: Hosting a workshop

Hey,

in februari i'm co-sponsoring my first workshop with a "Name" instructor. together with a dance friend i'm hosting Bozenka from the Bellydance Superstars for two workshops. it's all very exciting!!!

we're not having any show, just the worshops, as i figured for our first organising attempt, that would be enough work as it is...

anyway, any tips you'd like to share about letting it all run smoothly for everybody, teacher, students, the shop, and ourselves as organisers are welcome!

Artemisia

Start signing up people now with a non-refundable deposit to hold their space if they don't want to put the whole workshop cost upfront. That way by the time you get nearer the event you won't be chewing your fingernails over who said they would come and then can't or don't. You can then know your costs are covered and enjoy the experience.

Hey congrats on hosting your first event. Keep accurate records. Do you know how to do excel spreadsheets? They are awesome for keeping records.

Advertise the hell out of your event in every place imaginable. The more organized you are the better you will be able to relax and enjoy your event when it happens. Good luck and have fun.

Good luck with your workshop! We'll be having Bozenka here in MD in September and I'm very excited. Loved her dancing in the last BDSS show!

check!

they are signing up via a registration form on the website, and they are only signed up if they pay the full amount (early bird discount in that case until nov 1st) into our bank account. that's normal for classes so i cant see why not to apply it to workshops. and a clear disclaimer saying NO refunds.

Originally Posted by cristina

Start signing up people now with a non-refundable deposit to hold their space if they don't want to put the whole workshop cost upfront. That way by the time you get nearer the event you won't be chewing your fingernails over who said they would come and then can't or don't. You can then know your costs are covered and enjoy the experience.

we've booked her through the BDSS office and there were several dancers they "offered", but with all i read online and reviews i heard from people that took her workshops... i just really wanted to host her. so we chose bozenka! plus since she's not been here, so quite a novelty ;-)

we're setting it up in such a way that we both (the two organisers) can take ONE of the workshops each, while the other one is in charge. i hope that works out ;-)

Originally Posted by bintbeled

Good luck with your workshop! We'll be having Bozenka here in MD in September and I'm very excited. Loved her dancing in the last BDSS show!

Have clear terms and conditions regarding refunds, like, only if you've had a leg amputated.

Actually I forgot, you are used all the things to do with Students booking for for classes, so the only difference I would say with a visiting teacher is to try to do everything you can to make the teacher comfortable. I personally check out hotel rooms prior to sending anyone there, I get some water and snacks for class. Egyptians seems to like something sweet, I bet an American would prefer nuts/bananas etc. Whisk them away to dinner the second class finishes. They are often starving at that point. Ask them if they have forgotten anything. Like favourate pain killers, or something you can fetch from home.

Oh, and does their music work in your machine - do you have a back up plan ...

Just thought of this because of the other thread. DO you have to buy the rights to a song that you teach to in a workshop?