What do you consider when choosing a workshop venue?

I think I’ve mentioned before that the strangest place I have given a workshop was in a client’s kitchen. It was in an office, and an open plan office at that. So there was quiet a bit of space. The client was in the middle of moving into the office which is why we ended up there. Not ideal, but I like a challenge!

I have also given workshops in a church, a stately home, hotels, some state of the art training rooms, several community centres, classrooms, an entrance hall, a front room, and a whole variety of office spaces. Some of these were wonderful venues, some less so. Sometimes a venue might initially seem to be brilliant, but then turn out not to be. At the end of the day you can be in the finest venue in the land, and still have a duff workshop. But a good venue does help, it’s so much easier when your physical space is right.

Some of my more tricky experiences with venues have included:

  • Not being allowed to stick things on the wall even when I had said that I needed to be able to.
  • Ceiling fans blowing Post it notes off the walls (this was in the sweltering heat in Lumbini in Nepal and not a problem I have encountered since!)
  • Not being able to move the furniture around (very heavy)
  • Not being able to open windows (stuffy)
  • Bad acoustics (large echoey room)
  • Heating that can’t be turned off
  • Over zealous catering (hotel staff coming in and out of the workshop with immense frequency to top up water on tables, clear up coffee etc)
  • Geese making goose noises outside
  • Drilling going on in an office next door

Some of these things I would put down to “unforeseen circumstances”  – you can’t predict everything (no one told the geese there was a workshop!). In truth, even if you do ask the right questions and think you have covered everything, where you hold a workshop is not always completely under your control. Often it is the client that books a venue, or more commonly may want to use their own space. So a desire for clean clear walls that you can happily plaster in workshop ‘stuff’ is not always an option. If you are putting on an open workshop, you may have the freedom to choose, but much of the time you will also have a range of budget, time and availability constraints. So getting the venue right is not always that simple…..

Venue, workshop room

So what do you need to think about? Here are some of my top things to think about:

1) Walls. There is no doubt about it, I get very excited when I see lots of empty wall space in a workshop venue. For me this means I can stick up pieces of flip chart paper, cards, bits of paper, post it notes and all sorts of other workshop “stuff” all over the walls. I am never more pleased that when I see all of our work plastering the walls.

TOP TIP: Check you are actually allowed to stick things up with blue tac or whatever your chosen sticky stuff is. If you can’t, you might want to check out something like magic whiteboard.

2) Space to move around. I am very keen on movement in my workshops. Even a little bit is good. Even if it just to go and write something down on a flip chart, or to swap places with someone. If there is space for break out groups, and to get people mixing up and moving around then I am very happy.

TOP TIP: Most venues will have a maximum capacity for the room ie the number of people they will allow in that room. However that number may only be possible with a given room layout (the way the tables and chairs are arranged). Always ask about this.

3) Furniture. This follows on from 2. I like to be able to be creative with the space I am using and it’s much better if the tables aren’t bolted down (or more likely bolted to each other), too heavy to move or not the right quantity for what I need (too many is as bad as too few). Chairs tend to be less problematic but equally it’s much better if they are not too heavy to move, too comfy (remember I like movement!) or in fact just too many. I have done many workshops sitting on cushions on the floor – there is nothing that says you have to have chairs and tables!

Sitting on the floor workshop

TOP TIP: Check how many tables and chairs are available and what type they are and ask for them to be set up the way you want them prior to the workshop.

4) Acoustics. While it is not always possible to block out external distractions such as traffic (or geese) it really helps if the acoustics inside the room are good. If you are delivering a participatory and engaging workshop (the best kind!) with movement, hopefully a lot of discussion and potentially even some laughter, a room with a lot of echo can really make your ears ring.

TOP TIP: Visit the venue beforehand and make some noise to see what it sounds like. 

5) Lighting. Good natural light is brilliant for workshops, strip lights or poor lighting in general is not. Especially when you are writing things down, and reading things from a distance, bad light can be a real headache (literally).

TOP TIP: Check the lights actually work!

workshop lighting

6) Accessibility. There is no real excuse these days for us not to think about this. If you have someone will additional physical needs attending your workshop they need to be able to comfortably get into the building and the room you are in. If they can’t then you will look stupid to say the least.

TOP TIP: Ask the venue about accessibility and what help is available if needed. Remember accessibility does not just stop at physical needs…..

7) Parking. This will be an important question for all your participants – is there somewhere to park? Even if this is only on street parking, make sure you have thought about where people can go. You don’t want participants to be late because they have spent hours trying to park.

TOP TIP: Check the nearest cycle racks, bus stops and train stations too – not everyone will come by car.

8) Those little extras. Sometimes a venue may have brilliant facilities and a wonderful light airy room with fabulous walls. But it might still look a bit dull. You can always take some things to brighten things up, for example flowers for the tables, table cloths or pictures for the walls.

TOP TIP: If you are bringing extra things into the venue, see if you can make use of them in some way within your workshop, even if they are just a talking point.

flowers

Choosing the right venue can be time consuming, but it is important to dedicate some energy to thinking about it. You don’t want too many surprises, you want things to run as smoothly as possible. You want your physical space to be appropriate both for both you and your participants. Good planning and preparation are vital for a good workshop and finding a good venue is a part of that.

My next workshop will be at Bristol Spaceworks, The Easton Business Centre so please join me and we can talk more about workshops (and venues!). And if you have a favourite workshop venue I’d love to hear about it.

If you’d like a copy of my venue checklist then please sign up below:  

 

Much Maligned and Misunderstood – the Humble Flipchart

How do you feel about flip charts? An odd question, I know…….

I’ve noticed there is a bit of a divide – the pro and anti flip chart camps, people that either love ’em or hate ’em. There are people who express a distaste for this humble piece of equipment. And then there are those that swear by them.

Someone asked me just the other day whether I was “flip chart” or “not flip chart”. Do I use one or not in my workshops?

The answer is of course, but not always. More often than not when I use a flip chart, I use a lot of other materials too. A flip chart is a tool, a piece of equipment to use when the occasion fits. It is not a centre piece.

Jewell Facilitation Workshop024

My own flip chart is frequently used for writing down all sorts of ideas, scribbles, drawings, the odd mind map or large list. I like be able to see the big picture (literally!). It is a fabulous tool, and one of several pieces of equipment that I use regularly.

In a workshop I use it:

  • To “park” ideas
  • As a way to record the results of a brainstorm
  • To note down the main points in a conversation when needed
  • To show a diagram or do a quick drawing to illustrate a point
  • To show the aims of the workshop
  • To write up some ground rules if needed
  • To note down important questions

There is nothing special or clever about it. It doesn’t have a particular air of cool. It’s not a spendidly exciting  thing, but then it doesn’t need to be. I can see where the dislike comes from, you can get it wrong (yes, really). But in defence of this uninspiring looking piece of equipment, I would suggest that it is not about whether it should be used or not used, but about whether you can make it work well for your needs.

Is there a way to use a flipchart properly?

Well actually yes there is, or rather there are ways to use it badly that are probably what spur on the idea that they are not to be encouraged.

There is such a thing as “death by flipchart”. It’s the lo-tech version of “death by powerpoint”. They both mean the same thing. They refer to a tool used badly, the impact of which is to make you feel talked at, slide after slide (or sheet of paper after sheet of paper) with little or no regard for the audience or group of people listening, watching or reading. Most of us have been in the audience and experienced this at some time or other. It’s boring and so rather than risk being in this position, perhaps people prefer to avoid them.

Powerpoint, or perhaps Prezzie or Sway are all valid ways of presenting information. It is not the tool that is to blame but the way it is used. You can include them very well in a workshop, but they are not THE workshop.

flipchart

And the humble flip chart is the same. When I worked in Nepal many years ago, we used a flip chart with “newsprint” the hand made and comparatively expensive paper to write on. We used it sparingly and didn’t write down endless tracts of information. This was so long ago that in fact the then high tech version of presenting information was on an overhead projector. I digress…

A flip chart is a valuable tool, but only if you use it well. My top tips for using one are as follows:

  • Do not write pages and pages of information out and flip through them.
  • If you are preparing information in advance, make sure it is in sequence and that perhaps you mark your pages so you don’t get in a muddle.
  • Write clearly and choose good pens. I really can’t emphasise enough the good pens.
  • Green and red markers are often hard for some people to read, particularly at a distance- I tend to avoid them.
  • Using all colours of the rainbow to write in may seem appealing from where you are standing, but remember people do need to read what you have written.
  • Make sure you write big enough for your participants to actually see.
  • A flip chart is something to support your information on. It is not something you are glued to, it is not a comfort blanket. You can move away from it and use other materials (something I highly recommend in fact).
  • If you are writing things down as you go, remember your audience, don’t just talk to the flip chart.
  • We are not all lucky enough to have primary school teacher neat and tidy writing, and we are not all good at writing on a board in straight lines (I’m not, and I’ve been doing it for years!). But equally scrawling all over the paper in millions of different directions is not helpful.
  • Summarise, paraphrase or use short hand where appropriate if you are writing as you go along. Most of the time you don’t need to get every word, for example if you are doing a brainstorm. Your participants won’t want to be reading great long sentences and you will take a lot of valuable discussion time doing so, not to mention a lot of paper!
  • If you are taking notes, recording a brainstorm or taking down ideas it’s a good idea to take the pieces of paper off the flipchart as you go along and stick them up on the wall somehow. That way you can see all the information. If possible, think in advance where you are going to out these pieces of paper and whether you have space to display them.

And there I rest my case. It is a simple piece of kit, not to be overused and I would say generally doesn’t work well as a solitary thing. By which I mean you will need some other activities to go with it.

If you want to see me and my flip chart in action, it plays a minor but important supporting role in my next workshop and will be there together with a large variety of other pieces of equipment and materials.

Do you have a favourite piece of equipment in your workshops?