Ask the Expert: How to run a course/workshop

Running a course/workshop with Maureen Green, Designer/Maker and leader of regular successful textiles-based courses.

1. What is the optimum number of 'students' to have in a workshop?

The optimum number of students depends on the size of the room and facilities available.  I like people to sit around a big table in the middle of the room, or several tables pushed together, then people can all see each other and chat. Personally I like about 12 as I can get to spend time with everyone and the rest of the group can hear what I have to say.

 
2. What is a realistic amount to charge for a course attendance? 

There are a number of variables when deciding on what to charge:

• What is the cost of the venue?
• Will you provide materials?
• Will you provide refreshments?
• What is the minimum that you expect to be paid for organising and delivering a workshop?
• Do other people run workshops at the venue, if so how much do they charge and do they fill their quota?

Local workshops that I have seen vary from £20-£65 per day.  I charge different rates at different venues after considering the above factors. I prefer to include materials, embellishments, needles, tools, etc., so that the students do not have to think of anything before hand and just bring themselves.

 
3. Do you recommend workshops to take place over one day or 2 half day ones? 

I prefer to hold workshops on one day but this is a personal choice.  Venues usually charge per session which is morning, afternoon or evening so it wouldn't usually be any more cost effective to book a room for one day rather than two half day's monetary wise but it would be time wise. Remember that some students may travel a long way and a two day course may put them off attending. I do think  that a one day course can be 'full on' and as people work at different speeds and some people get a little tired after lunch, it is likely that  not everyone will complete a project in a day but they will have learnt new techniques which is the aim of the course

 
4. How much in advance should you advertise? 

I think that a minimum of 6-8 weeks in advance is a realistic time-scale for advertising your course but remember that some publications only come out quarterly so it is best to make a note of deadlines.

5. If attendees are paying for involvement in the course, should payment be taken upon booking or is it ok to accept payment on the day?

Always get students to pay before hand.  If you say that you will accept payment on the day, there is a really good chance that the student will not turn up, even if it's someone that you know and then you still have the room and food etc. to pay for! Once this has happened, you will soon learn to ask for payment upfront.

 
6. Where is the best place to advertise a course or a workshop?  Is there a cost effective way of doing this?

Advertising a course cost effectively can be very difficult but here are a few ideas.

• Arts News is a free nation-wide listing so make sure that you get the name of the town in the opening line
• Publications such as 'Kirklees What's On' and the Leeds Guide are free publications but you need to place details well in advance.
• The local paper may be interested in writing about your course if they have space available 
•  The Creative Portal (www.creativeportal.org)
• Build up an e-mail list of people who have been on previous courses, or people you meet on your travels
  

7. On the whole do attendees prefer refreshments to be included or (if a full day workshop) an hour off in the middle, for example?

I have always included refreshments in the cost.  Build a relationship with a reputable caterer who will deliver as doing it yourself can throw up food hygiene and health and safety issues.  As a one day course goes so quickly students often like to work and eat at the same time.  Taking time out in the middle of the day cuts down producing time.  Make students aware of their options at the beginning of the day.

 
8. How do you decide on location for workshop? 

Location, location, location (as they say).  Car parking and being on a bus route are important considerations when looking for a venue. Museums and galleries are usually accessible for commuters and they often have disabled access.  There is no point hiring a cheap venue if it's miles away from anywhere.  Look at venues where other people are holding successful  workshops and you may apply to be included in the next programme of events

 
9. Do you need to take out specific insurance when you run a workshop?

I have taken out my own public liability insurance but you do need to discuss the insurance cover and any health and safety issues for the venue that you are hiring.  I also have an enhanced C.R.B. check as I often work with children.  Make sure that you are aware of fire exits and tell your students where they are at the start of the course.