How to host in-person workshops that feel like epic parties ?
6 steps to designing amazing workshop experiences.
Ever thought about how organizing a workshop is a lot like planning a party? 🎉🟨
Last week, as I was cutting out name tags for my workshop participants, it struck me : this feels a lot like organizing a big party.
Think about it: creating a great in-person workshop isn’t just about nailing the agenda. It’s about all the little details that come together to make the experience memorable. Yes, tt’s a lot like throwing an epic party.
Sure, these days my reality is more about dealing with diapers, but I still remember that the secret to a great party lies in those tiny details.
Alright, let’s break it down step by step, and you'll see just how similar organizing a workshop is to throwing a great party.
#1 : Invitation matters.
Just like a party, the guest list is key. You want people who bring energy, ideas, and the right knowledge to achieve the workshop’s goal.
And don’t forget to make the invitation special : tease them with what’s coming! The experience starts with the invite, so put some thought into it.
Here’s an example :
Hello 👋
I’m Mehdi, and I’ll be facilitating the team retreat on the XXXXX.
Tomorrow, we’ll spend the day together diving into more strategic topics. Together with XXX, we’ve identified a few key focus areas that we would like to tackle during this full day workshop:
🎯 Goal #1
🎯 Goal #2
🎯 Goal #3
Spoiler alert: you won’t need your computers! We’re hitting pause on operations to make this day refreshing and focused on strengthening our team : making us even more efficient and productive. You might even consider setting an out-of-office message for the day.
No homework for tomorrow : just come with plenty of energy. Make sure you get a good night’s sleep! 🛌🔋
Can’t wait to create something magic with you all.
Cheers,
Mehdi
#2 The right preparation for the right mood
The atmosphere is everything. Like a party, it requires a bit of shopping and hands-on work : snacks to keep everyone energized, materials to decorate the room, and all the little accessories that set the vibe.
What I love is when participants walk in and immediately feel that it’s going to be a great session. Tables are ready with their badges, Sharpies, sticky notes, and everything they need.
#3 : Good Vibes Only
Like any great party, a workshop needs a mix of fun and focus. Energizers, interactive sessions, a solid playlist, and a bit of humor keep everyone engaged and excited to contribute.
Energizers :
Here’s an energizer I recently tried called "Zombie Apocalypse":
It’s super fun and gives you a quick glimpse of the different personalities in the room. I split everyone into groups of four, and right away, you could see how each group worked together and the dynamics between them.
What I love most is how it smoothly transitions into introducing the workshop principles (or rules). After the energizer, I use the behaviors I observed to explain why the rules are important and how they can help address common collaboration challenges.
Music:
Here’s my go-to playlist for staying focused yet energized when it’s needed. Like any good DJ, I pick the music based on the activity. For example, “Flying to the Moon” is a track I often use when we're working on defining the vision.
Humor:
I love using humor to connect with the audience, lighten the mood, and keep the energy up. If you want to learn more about my tips and tricks, check out this LinkedIn post.
#4 : Expect the Unexpected
Every party (and workshop) has its surprises. Being flexible and ready to pivot ensures everything runs smoothly, even when things don’t go as planned. And yeah, sometimes there’s a party crasher : so be ready to handle that too.
If you want to learn how to handle difficult participants, check out my latest post on the topic.
#5 : Every Good Thing Comes to an End
And just like a party, when the fun’s over, there’s always cleanup.
Wrap up the session, gather feedback, and say your goodbyes. Then it’s time for the real cleanup: taking tons of pictures of the sticky notes (because we’ve all taken those unreadable pics #Trauma) before removing all the sticky notes and materials, and packing up your stuff.
#6 The After-Party Text
Like sending a thank-you message after a great party, you’ll want to follow up after a workshop. A quick note to recap key takeaways and next steps can make the event even more memorable. People are heading back to their busy lives, so make it easy for them to act on what was discussed.
In the end, hosting an in-person workshop really is like throwing a great party. It’s all about setting the right vibe, getting people engaged, and making sure everyone walks away feeling energized and inspired.
Just like a party, the connections made and the experiences shared will leave a lasting impact long after it's over. So, next time you plan a workshop, think like a host, create an inviting atmosphere, and watch the magic happen! 🎊
One more thing, do you want to run workshops that help your clients spot AI opportunities?
If yes, sign up for my free training to learn how to design and lead effective brainstorming sessions!
📅 This 𝗧𝗵𝘂𝗿𝘀𝗱𝗮𝘆 𝗮𝘁 𝟱 𝗣𝗠 𝗖𝗘𝗧, we'll dive into a hands-on session on how to run effective AI brainstorming workshops.
Here’s what we’ll cover:
👉 The key challenges of brainstorming AI ideas
👉 Step-by-step process to uncover AI opportunities
👉 A deep dive into a real-world case study
Grab your spot and add a fresh new workshop to your toolkit!
If you've seen my posts about sales, you know that packaging your workshops is a powerful way to sell your facilitation services. 🤓
Excited to share insights with you all!
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Great tips! I <3 facilitating in person. It's so much better than virtual which I do most of the time!