Thread: organising my first workshop with big name

well

all three workshops with bozenka are fully booked. drum roollll!

what i had not expected: how IMPATIENT people can be.
i was in germany for a week, and then my boyfriend had an operation and then i was ill in bed for twoi days. after that my inbox was full of people emailing me on all my email adresses three times going "i filled in the form, why havent i gotten a reply". well, i organise efficiently but i have other things to do then sit behind the computer and answer emails... cant you wait a few days. well, that's not what i answered, i just politely answereds "i'm sorry but dance school emotion was closed for a week, your inquries will be dealt with over the next few days". and i just dealt with them today ;-)

unbelievable though.

and now i have a WWBD?

one woman did NOT wait for the confirmation email. she got the payment details from someone else who got in weeks ago and she just PAID. well, the workshop is FULL!!. i think i am just going to give her her money back and say "sorry, it's full". i could cram her in, but i think that is just not fair, there is people that emailed days before she did and that i already had to disappoint, put on the waiting list. who should get a place before she does. on the other hand, there do are people that havent paid yet... so WWBD?

i dont understand why people act so "entitled" as well. i'm just organising a workshop, and well, those who enroll first get the place. it's not cause you just found out now that i have to let you in as well? (this is a different person). i've had to say no do a dozen or so of people and we cannot add a 4th workshop. this is just how it is. we'll try to have her back next year but now it is FULL, i am SORRY but there is nothing i can do about it. you all prefer workshops where you can see and hear the instructor, right!.

i know we are lucky to be booked up so quickly, but hey, i hope this is not a foreshadowing of more problems the day itself. people act like i owe them you know, if they have a family or job problem they want their money back, i have to find out for them what kind of food there is at the cafetaria for lunch, (while i do checked there are vegetarian options, no i dont have their menu as it changes weekly and monthly) they want to know where bozenka is staying (i dont even know yet) and what exactly she will be teaching (i re-send them the description and they are not happy) and if they will be able to follow (i re-send them the course level description), and are upset at the no filming rule. and they just dont read the flyer do there (yes, the shop will be there, they all ask that and it says so on the flyer!!)

i'm finding this a strange experience so far
Artemisia

Welcome to the wonderful world of sponsoring workshops. ;-) Congrats on selling out! I really like Bozenka.

When I became a manager IRL, my father gave me some advice: "You'll feel like a kindergarten teacher sometimes, but don't sink to their level." Boy, was he right, and it applies to our dance world too.

My advice: blow off your steam here on Bhuz, and then try to suck it up and be sweet and accommodating to your workshop participants. You're in the process of establishing a reputation as a sponsor, and if participants feel that they've been treated well, they're more likely to attend one of your events in the future.

I would refund money (minus Paypal fees) to anyone who paid after the workshop filled up. If students who have registered find they can't attend, tell them they can "sell" their space to someone else -- i.e. send a substitute. (Your promotional material says "No refunds unless event is canceled," right?)

For your picky vegetarians (and I can sympathize, I'm one myself), you can assure them that there will be a veggie option available, but that you don't know the exact menu for that day. They could always bring food if they have special needs/preferences.

Oh, and those folks who don't read the flyer? Yup, happens all the time. I used to compose language tests for the federal government, and at least 50% of the folks taking the test didn't read the instructions. I would say "translate 2 of the three passages" and there would be complaints -- by those trying to translate all three -- that there wasn't enough time. ..l;,

OK, deeeeep breath, relax...... And then paste a smile on and answer all those picky questions.

thanks

i know it's important to come across as nice and accomodating;, but bottom line; i DONT have time for all of that, so mostly i've send them, thank you for your email, all info and answers on your questions you can find on, and then the websitre page that has all the info... which they probably saw, but it does have the answers. or i copy paste that into the email. not ideal i know, but really no time for anything else.

yes, i had a no refund policy spelled out, and i'm working with the "send a substitute" thing...

i've messed up the waiting list a bit, as people were emailing me left right and centre etc. so i really dont always know who was first. aargh.

oh well, we learn!

oh, and one emailed saying "bozenka will only speak english, right, otherwise we dont come". the fact that i speak dutch and most of my website is in duthc (though most of the bozenka info is bilingual) seems to confuse people. so i'll need to work on that for next time.

oh, and for you organisers: do you let attendees leave their flyers, businesscards all over the place, advertsise their own events on yours? i"ve always seen that done at workshops i attended myself and i'm not sure how to handle that..

Artemisia

I have to say, you seem to be getting an unusual amount of difficulties with your participants. It could be that they are going through the learning curve. What do they expect from you? How much do they do themselves? I would look upon all the difficulties as help with your policy formulation. It's really important to let people know what they can expect, have a look at my terms and conditions and steal as much as you like. Each one there has a long story behind it (I feel like dedicating some T & C's to certain people!)

About the flyers and business cards - it is totally up to you, in the UK we have a live and let live policy. However, it is up to you to set the tone.

Also, you do not have to be nice all the time, some people will need a stern approach.

I would give it another shot, try organising 2 or 3 more events over the course of a year, if you still hate it, then consider not doing it anymore.

oh, i dont hate it, far from, i'm having a blast, it's just more of a surprise than a nuisance. i dont let any of this get to me. people can wait ;-). it's more like a psycholigical experiment so far ;-)

oh I'm glad. I love it too. I like the rollercoaster :-) and there is nothing better than pulling off a really good event. I now get complaints, but about other peoples events. Oh this is an important point, people will probably complain to you, about other peoples events, it will take all your diplomatic skills to avoid commenting. I always think, well, I wasn't there, and don't know the whole story, so who am I to comment.

Maybe people are more annoying when the dancer is more wellknown? It kind of explains that worried look that I've seen on the faces of dancers who organise 4 big name workshops a year.

I think asking where Bozenka is staying is totally inappopriate. I have a vision of dancers posting in front of her hotelroom, or hiring the room nextdoor and putting an ear to the wall. It's not classified information, but I wonder why people want to know.

And thumbs up: you're first big name workshop and not only are they all sold-out, but you've had to add a fourth workshop too! Go you!

Originally Posted by artemisia_danst

thanks
oh, and for you organisers: do you let attendees leave their flyers, businesscards all over the place, advertsise their own events on yours? i"ve always seen that done at workshops i attended myself and i'm not sure how to handle that..

I used to let people put out flyers, but as my event got bigger, that got to be a big mess. Additionally, it's taken me years to develop an event with a fairly large number of attendees, so these days we sell advertising to people who want to promote their products/workshops/etc. at our event.

Originally Posted by bintbeled

I would refund money (minus Paypal fees) to anyone who paid after the workshop filled up.

I think you can refund via paypal within 60 days. So you might not need to subtract the fees (unless, of course, you want to keep the fees for your trouble).