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How to design the annual Workshops booklet

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Version 1.1 – December 2019

Author: Ishi

Audience: Events Manager

Abstract: The following document describes the set of guidelines and good prices required to make our annually workshops booklet. Our booklet is a set of pages in a square format of 30×30 which details all our workshops, teacher trainings and major programs of the school. It is sent to print by the ends of November of every year and it should be ready to be distributed before December 15th.

Good Practices:

  • Start early, finish early.
  • Longer and cheaper workshops in low season and shorter and more expensive in high season.
  • Take in consideration that activities “eat” to each other, where the first workshop tends to eat the following one and no the other way around.

  • Should be a pre-sell and post-sell workshop before and after every Yoga and Tantra TTC
    • The pre-sell is more focused on beginners and should be designed to “sell the upcoming TTC” to the students taking it and the post sell is an “advanced” workshop focused on graduates. Pre-sell workshops usually are cheaper than regular workshops at SK in order to attract many students to sign-up. Post-sell workshops are usually more expensive than regular workshops at SK as they usually cover more advanced content.

  • Avoid finishing a workshop on a Sunday as this is usually the day of checkout of many students.

  • It’s a good practice to divide the workshops facilitator training (TTC’s) in different workshops (2 or 3). This makes workshops more attractive and requires less commitment by the students as they are not obliged to sign-up for the whole training.
    • Usually the first and second training are cheap and the last module (the facilitator training module is more expensive as it provides the certification).
    • Make sure there are no other offering competing with any of the parts during the time the facilitator training takes place or close before it starts (at least 5 days).

  • Every facilitator offering a workshop should have digitally signed our “Workshops Agreement” document as soon as the terms for the workshops are agreed between the facilitator and our events manager.

  • Prices for workshops should be agreed with the facilitator before signing the agreement for the workshop but the price is ultimately not defined by the facilitator but by the school. As a general guideline a price of a workshops should be based on the price that similar workshops were sold in Koh Phangan area. This means that it’s actually the market who decides the price for a workshop.

  • Collecting suitable pictures for the workshops booklet throw-out the year.
    • In 2019 we organized a pictures contest between students that actually brought some very nice pictures.
    • All agreement between professional photographers and our school for the exchange of services for our Awakening & Healing program are generally a good idea (and cost us nothing).

  • Keep the same booklet structure of last year, avoid starting from scratched.

Guidelines:

  1. Find more successful workshops last year, top 9.

  2. Keep the most successful workshops and try to respect the dates as well.

  3. Print out calendar of next year on one page format per month and paste it on a big wall.
    1. Choose a color for every workshop category and paste every workshops on the calendar respecting this colors. This will help you to see whether you are braking a category rule or you have too many or too little workshops on a specific category.

  4. Locate YTTC and TTTC dates trying not to collapse one with the other
    (in this way you will have more space for workshops as well).

  5. Place the big size workshops first, all workshops should be placed following our Know How Guidelines at “How to set dates for a upcoming workshop”.

  6. Look at the overall picture, are workshops for everyone?
    1. Should be workshops of every of our categories offer on a wide range of prices.

  7. Look at the workshops description:
    1. Ensure descriptions are attractive, simple and to the point.
    1. Follow a structure (what is it, for who is it, for what is it)..
    1. Avoid written in passive voice.
    1. All workshops should have 2 descriptions, a short one (for the booklet) and a long description (for our website).
  • Double check the price of every workshops ensuring they are all competitive with the market of Koh Phangan.

  • Once the booklet is sent to printing as soon as possible create all workshops for the whole year in our Website, Facebook and partner’s websites such as BYR.
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