What I learned from the Biggest Workshop I’ve Ever Facilitated
Discover how I designed a workshop for 150 person.
Two months ago, I had the opportunity to facilitate the biggest workshop I’ve ever led, not necessarily the most complex, but definitely the largest in terms of size.
It turned out to be a real success, but more importantly, it was a rich learning experience. From the early prep to the final delivery, I picked up a lot and I’m excited to walk you through how I approached designing and running the whole thing.
So grab a good cup of coffee (or whatever keeps you curious), and dive into this behind-the-scenes case study.
Prefer watching instead of reading?
You can catch the full breakdown on YouTube right here:
Context: The brief
I was approached by a big corporate to organize the kick-off for a brand-new department, a transversal unit to the entire company. This department was formed by merging existing teams and onboarding new members.
After discussions with the client, I identified three key objectives:
Help participants understand why this change was necessary.
Create a sense of excitement and pride about being part of this new team.
Inspire them to actively contribute to the transformation.
Unlike typical workshops focused on concrete deliverables (like roadmap, OKRs, prototype etc.), this one was all about emotion, inspiration, and engagement, which meant designing a very different kind of experience.
But before I dive into the concept I created, let me share two important details that shaped my approach:
The workshop took place on a Friday afternoon.
It was Valentine’s Day.
With participants likely exhausted from the week (and maybe thinking about the gift they didn’t buy yet), I knew I had to strike the right balance between information-sharing and interactive engagement.
Here’s how I tackled it
Let me share with you a high level agenda of the event so that you have an idea :
So there was 4 main parts :
1. Introduction & Keynotes
I wanted people to feel right away that this event was going to be something totally different. The moment they walked through the door, the experience had to stand out.
Everyone got a personalized badge, not just a cool little detail, but a super practical tool to keep things organized. With a big crowd, logistics can get messy, so the top of the badge showed which group they were in and which room they needed to go to.
Bonus? It also made it way easier for facilitators to call people by name and create a more personal, engaging vibe.
To make things even smoother, facilitators had badges in a different color, so participants could easily spot them and ask questions.
Kicking-off the event
After welcoming everyone with some coffee and snacks, it was time to head to the big room where the main part of the event would take place.
Once we got in the room, it was time to start.
The goal here was to set the stage and get people in the right mindset. Nothing better that couple jokes about valentines day and a good high five to get people in the right conditions for successful.
Before diving into sharing information, it was crucial to first create engagement. With an audience of 150 people, this was done interactively using Mentimeter.
Rather than immediately explaining the transformation, we started by sparking reflection and discussion. We asked participants questions such as:
“In your opinion, what is the main reason behind this change?”
“What do you see as the biggest strength of this transformation?”
“What opportunities will this transformation create?”
Then, it was time for the keynotes.
Here’s the important twist: as the event host, you want to be actively involved in this part too. This plays a crucial role because it’s one of the first moments of the event, you don’t want to lose people’s attention right from the start.
The main objective here is to ensure that everyone understands the why behind the transformation. This is your moment to deliver the message in the most impactful way possible. That’s why I worked closely with the manager of this new department to craft a compelling story, using best storytelling practices, strong interactive moments, and, of course, a touch of humor as my secret ingredient.
For example, we kicked things off with a series of engaging questions, an excellent way to capture attention. These questions acted as a hook, drawing people in.
To add a little surprise element, we rewarded correct answers with a chocolate bar, but we didn’t announce it in advance. That small unexpected twist made the moment even more special.
Before the manager delivered his keynote, I teased the audience with a ‘mystery activity’ that would require the information they were about to hear. This sparked their curiosity and encouraged them to pay closer attention.
Following this engaging keynote, the CEO took the stage to explain why this transformation is so important. Having senior management present at such events and linking the initiative to the broader organizational strategy always adds impact.
If you have the opportunity to involve leadership, it’s a move that’s well worth it.
Then, we had a Q&A session for both speakers. It’s important to provide guidelines on the types of questions you want to receive. People may be tempted to ask off-topic questions, especially to the CEO, so make it clear that questions should stay relevant to the event’s theme.
Lunch time
At the end of lunch, we used the badges for a speed-dating activity to match the Valentine's Day theme. I prepared a set of diverse questions and randomly assigned them to participants' name tags. The only rule was to pair up with someone outside their group each time. To take the experience further, the questions were themed and customized for the client .
Here’s are examples of the questions:
What’s your work crush? (Could be a favorite tool, a comfy chair, or the office coffee machine!)
What’s your “workplace love language”? Giving coffee, quick replies, sharing snacks?)
If your team were a rom-com, what would the title be?
What was your first love at your company (client name)? (A project that excited you, a specific tool, ...)
What’s the nicest thing a coworker has ever done for you? (Saving you from a boring meeting?)
If you could “swipe right” on any skill to instantly master it, what would it be?
3. Panel
After energizing the participants, we hosted a small panel discussion.
Why a panel? It allowed us to smoothly transition between topics while giving the new management team a chance to connect with a broader audience, without turning the event into a long one-way information dump.
Alright, now it was time to reveal the mystery activity!
Breakouts : The creative video challenge.
Alright, after teasing the group about a mystery activity in the morning, it was finally time to reveal what it was all about. We split 150 people into 18 groups of 8, and their challenge? To create a creative video answering four key questions:
What is the change behind SITO about ?
Why is it needed?
Why does it need to happen now ?
Group-Specific Question
(These questions are actually best practices in change management, special thanks to Lina for the crash course!)
Why this activity?
The goal was to get people to actively think about the transformation, exchange perspectives, and truly internalize the message behind the change. Instead of just receiving information, they made it their own, and that’s the power of this approach.
Another major advantage?
We now have tangible assets from the workshop : videos that could be used for transformation communication. What makes these videos even more special is that they’re not just coming from management, but from direct colleagues, often with a fun and relatable twist.
It’s not about the “best” video
What mattered wasn’t who made the best video : it was about creating a space where people could experience the transformation, reflect on it, and engage with it in a way that goes beyond passive learning. And ultimately, this approach aligned perfectly with the client’s goals.
Overcoming skepticism
During the preparation, I faced quite a bit of pushback, both from the client and the experienced facilitators in the company.
“Mehdi, this is an engineering company. This kind of activity isn’t their style.”
That’s exactly why I personally introduced the challenge to the 150 participants. I wanted to build excitement, energize them, and make it feel engaging rather than awkward. The way you present an activity is 95% of the job, take an icebreaker, for example. It only feels awkward if you make it awkward. Deliver it with confidence, show trust, and it will flow naturally.
I pitched the activity, introduced the prizes, and gave clear directions. Of course, each team had their own facilitator for guidance, but setting the right tone upfront was key.
Small tip 💡
When kicking off the event and introducing the agenda, I didn’t reveal what we’d be doing in the afternoon. Instead, I teased the mystery activity and simply told them:
“Pay attention to the keynotes, you’ll need the content later.”
This kept them engaged and curious, making the reveal even more impactful.
Magic ingredient : Gamify the experience
Where there’s competition, there’s a prize to win!
To add some excitement, we introduced two prizes for the group with the best video—one chosen by a jury, and the other voted on by the participants themselves.
To keep the momentum going after the event, we launched a dedicated website hosting all the videos, giving everyone the chance to rewatch and vote for their favorite.
By encouraging participants to view and vote, we deepened their engagement with the key messages shared during the event.
Storytelling masterclass.
Alright, after introducing the video challenge, I wanted to give participants a confidence boost and set them up for success.
So, I invited a guest speaker, a dynamic content creator with a background in major media (TV and radio), a successful YouTuber and podcaster, and someone who recently went viral on TikTok incognito, a real pro who knows her stuff.
She delivered a punchy 10-minute masterclass on video storytelling, giving participants practical tools to structure compelling narratives.
To top it off, everyone received a handy cheat sheet summarizing the key steps to crafting an engaging video.
The session was a hit, practical, inspiring, and valuable beyond just the video challenge. Participants walked away with skills they could apply to storytelling in presentations, pitching new ideas, and much more.
And with that energy, we took a short break before diving into the main activity of the day.
Creative video challenge
Alright, each group worked with their facilitator to create their video.
I designed a workshop that I, along with 17 other facilitators, would lead.
One key request from my client was for the management team to run the sessions.
The challenge? Making the workshop simple enough for them to lead with confidence.
To support them, I designed a crash course in facilitation, equipping them with essential tools to guide their teams effectively.
For those on the management team who weren’t feeling fully confident, we paired them with professional facilitators for extra support.
The biggest hurdle with the video exercise was making the content engaging. They had great storytelling tips, but where they needed help was in how to package their message, finding a creative angle that would make it truly memorable.
Since we were working with engineers, our focus was on giving them practical tools to boost their creativity and confidence.
And the best way to spark creativity? Inspiration.
So, I designed six inspiration cards, each offering different ways to structure and present their content, helping them explore fresh, compelling approaches.
Here’s an example :
Before jumping into the video content or creative angles, they first had time to envision the possibilities and explore different options. This helped clarify expectations, as they could see potential outcomes and better understand what was expected of them.
If you are curious, here’s the overview of the activities :
Challenge Reminder : A quick recap of the video challenge goal, with a strong emphasis on the key questions each group needed to address in their video.
Inspiration session : Participants explored six creative “inspiration cards” to spark ideas and discover different angles they could bring to their videos.
Packaging ideation : Groups brainstormed around possible creative directions, building on the cards but also thinking beyond them. Together, they discussed and selected the most compelling angle as a team.
Storyboard : Each group mapped out their storyline step-by-step, turning their chosen creative direction into a structured and engaging narrative.
Filming : Time to bring the ideas to life! Participants jumped into action and began filming their videos.
The video challenge was a resounding success. We received fantastic feedback—people truly enjoyed themselves, had fun collaborating, and some even said things like, “It’s been a long time since I had this much fun at work!”
Following the video screenings, the manager delivered a powerful wrap-up, reinforcing the key messages and outlining the next steps to keep the momentum going.
We wrapped up the day on a high note with a relaxed and friendly apéro, giving everyone a chance to connect and celebrate the experience.
What’s the biggest challenge when facilitating a large workshop?
When you’re running a big workshop, the actual facilitation is just the tip of the iceberg.
The real challenge? Everything that happens before the first sticky note hits the wall.
Organising a workshop with a large crowd takes serious prep.
First, the venue: finding a place that can handle both a big plenary room and enough breakouts in our case, 18 rooms! Then comes catering (I’ve never emailed a venue so much in my life), materials, signage… every little detail matters. Each room needs to be set up, fully stocked, and ready to go.
Then there’s group logistics. I had to create balanced breakout groups from a mixed audience, while managing an attendee list that was changing until the very last minute. On the day itself, a few people didn’t show up, which meant adjusting groups on the fly to avoid one group with three people and another with eight.
Because I love extra work (apparently), I also needed to design and print the name badges with personalised info. It was extra effort, but super helpful on the day.
And speaking of the day, it’s a whole other layer. You arrive early (as always), but now you’re dealing with multiple rooms, making sure speakers are comfortable with the set-up, slides are ready, mics are working, and syncing with the camera crew.
Then… you embrace chaos. Because things will go off script, and you have to adapt quickly.
My biggest advice: don’t do it alone.
Get help, and be clear about what you need from your team throughout the day. I had great support for the setup and welcome moments, but during the event itself, I was often on my own and had to give instructions in real time. Next time, I’ll definitely prep a “during the event” playbook.
Hope this behind-the-scenes look was helpful and gave you a better feel for what goes into large-scale workshops.
My last case study sparked some interest, so I thought I’d share another one. Let me know if you’d like to see more posts like this, always happy to keep sharing what goes on behind the scenes!
And if you’re into facilitation, looking to level up, and still have the energy to read a few more lines… I might have something just for you.
Before you go … Don’t miss the chance to level-up you facilitation skills👇
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Nathy Ravez : Founder of La Workshoppeuse & host of There Is a Workshop for That.
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Alexandre Eisenchteter : Founder of The AI Thinkerer’s Club & the go-to expert on using AI in workshops
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If you want to know more, we’ve recorded a special podcast episode.
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