Process: Bringing a workshop to you
Jump down to: Step 1: Request | Step 2: Schedule | Step 3: Prepare | Step 4: Host | Step 5: Completion | Fees and contracts
Step 1: Request a workshop
Traveling workshops can be requested and scheduled at any time given the appropriate amount of lead time. Review the pages on workshop themes and formats and determine which is right for your group. Then, complete a workshop request with enough lead time for the type of workshop you are requesting. For two-day, in-person workshops, we need a minimum of three months of lead time for planning. Virtual workshops need a minimum of one month of lead time.
The TWP management committee will look at your request and contact you for any clarification or additional questions and determine if your request is a good fit.
Step 2: Schedule and confirm the workshop
After you submit your request and it is approved by the management committee, the TWP Coordinator will match you with two facilitators based on the alignment of their expertise with your needs and their availability for your requested times. As soon as possible (usually within 2-3 weeks), the coordinator will get back to you, introducing you to your facilitators and confirming the dates of the workshop.
Note: The coordinator may also reach out to you for more information or to learn more about your situation before matching you with facilitators.
Once the facilitators are confirmed and the dates are set, a contract will be issued to the host institution from NAGT describing the expectations for each party and when the fees will be paid. Read more about fees and see sample contracts below.
Step 3: Prepare for the workshop
What the facilitators will do
The facilitators' role is to prepare a workshop program that builds on their experience and expertise and meets your needs. In order to do that, they will:
- Schedule a time to talk with you to outline the goals of the workshop, identify participants, and identify additional people they can meet with during the workshop (e.g., institutional leaders, students, etc.)
- Develop a program with activities that will help you meet your goals
- Contact participants with information on how to access the private workspace and any homework they should complete ahead of time
What you will do
Your role as local host is to support the facilitators and recruit participation. In order to do that, you will:
- If hosting any workshop:
- Talk with facilitators about the goals for the workshop and the institutional setting, including key institutional leaders who may be important to talk to
- Provide facilitators with contact information (name and email) for all participants
- Recruit participation and ensure that participants have the information they need ahead of time
- Encourage completion of homework and full participation in the workshop
- In addition, if hosting an in-person workshop:
- Reserve an adequate meeting space with robust internet access
- Advise facilitators on travel and lodging and ensure their reimbursement for expenses
- Plan lunches for both days of the workshop and a casual dinner (optional)
Step 4: Host the workshop
During the workshop, your primary role is to participate! All participants in the workshop are expected to:
- Prepare in advance for workshop discussions via readings, writings, discussion or other activities developed by workshop facilitators
- Abide by the NAGT activities code of conduct during the workshop
- Participate fully in the entire workshop, including completing formative and summative evaluations
Step 5: Complete evaluations and final payments
At the end of the workshop, facilitators ask all participants to complete an end-of-workshop evaluation, which should take participants about 10 minutes to complete. These are critical for our continued improvement of the program.
Facilitators will complete a workshop report that they share with TWP leaders. Once that is complete, NAGT will submit a final invoice to the host institution; upon payment, the workshop contract is complete.
Most workshops include the development of an action plan for moving forward. Participants and local hosts are encouraged to keep up with their action plans and are invited to stay in touch with the workshop facilitators as they make progress.
Fees and contracts
Fees for a workshop depend on the format:
- Two-day in-person workshops: $5,000 plus leader expenses
- The fee covers leader honoraria, setting up a private web space for your workshop, and program management costs. In addition to this fee, the host institution/organization is expected to provide leader travel, housing, meals, local ground transportation and any other on-site expenses (e.g., duplication of handouts).
- $1000 is due when the workshop is scheduled; the remainder is due after the workshop is completed and workshop leaders have completed their reporting requirements to the TWP management committee.
- Multi-session virtual workshops: $2,500
- The fee covers leader honoraria, setting up a private web space for your workshop, program management costs, and online web conferencing software.
- The entire fee is due at completion of the workshop.
- Single-session virtual workshops: $1,000
- This fee covers leader honoraria, program management costs, and online web conferencing software.
- The entire fee is due at completion of the workshop.