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Workshop Preparation - the Logistical Aspects

In preparing for the Logistical aspects of a Workshop you have to think about four things:

Someone will have called for the training to be done. It is useful to know what they are expecting of the trainer. Are they expecting research, materials production, running workshops and/or follow up? What time frame is being considered? How much money is available to produce materials, pay for workshop costs and participants feeding and travel costs and to pay the trainer?

It is useful to negotiate the trainer's Terms of Reference (ToR) which set out in some detail exactly what the trainer is expected to do and/or produce, to what standard, by when, and at what cost.

If the trainer is external to the organisation then she will need to know how much administrative support she can expect. Who can she call upon for day to day advice and support? Who is responsible for setting the timetable of events and for sending invitations? Who deals with feeding and accommodation and with reimbursing travelling expenses of participants? Is clerical support available and if so how much and from whom eg stationery supplies, typing, photocopying, collating and binding materials, purchasing materials and equipment needed for workshops?

The training will take place in a building. Some buildings are more appropriate than others. Here is a checklist of things to think about:

• Heating - does it exist & who is responsible for turning it on?
• Lighting - is this adequate and are there blackout facilities if you need to show a film?
• Electricity - where are the sockets - will you need an extension cable and adapter?
• Furniture - are there enough chairs and tables and is it OK to shift them around?
• Walls - is it OK to stick things on the walls or will you have to bring flip charts etc?
• Equipment - what equipment is available, is it working, are there spare bulbs? TV aerial?
• Kitchen - can food be prepared at the venue (are there cups etc) or will they have to be brought in?
• Toilets - do they exist, are they clean, is there toilet paper, will they be open?
• Access - is it easy to find or will participants need a map? Car parking? Disabled access?

The materials and equipment that you need will depend on the methods that you use. Some will be needed for preparation (eg computer, printer & photocopiers) and others during the workshop itself. No list of these things would ever be complete but here are some ideas for starters - you can brainstorm and categorise your own checklist! [Check out a supplier's catalogue for inspiration eg Viking Direct on 0800 424444]

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