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A Downloadable PDF Version of this information is available at the bottom of this page
HOSTING an OTOA Creative Life Practice Workshop
HOSTING an OTOA Creative Life Practice Workshop
Thank you for considering the possibility of hosting an OTOA Creative Life Practice (CLP)™ workshop in your community.
Thank you for considering the possibility of hosting an OTOA Creative Life Practice (CLP)™ workshop in your community.
Before reading any further, I think it’s important look at this document as talking points for beginning a CREATIVE PROCESS and a dialogue. The goal is to design a rewarding workshop with an enjoyable preparation process that it that fits within your interests, schedule, timeline, geography, climate, and resources. And we will do all this OTOA-style: One Thought and One Action [-item] at a time ~smile!
Before reading any further, I think it’s important look at this document as talking points for beginning a CREATIVE PROCESS and a dialogue. The goal is to design a rewarding workshop with an enjoyable preparation process that it that fits within your interests, schedule, timeline, geography, climate, and resources. And we will do all this OTOA-style: One Thought and One Action [-item] at a time ~smile!
OVERVIEW
OVERVIEW
Below you’ll find an overview for things to consider when hosting an OTOA CLP Workshop in your area.
Below you’ll find an overview for things to consider when hosting an OTOA CLP Workshop in your area.
This document focuses entirely on the practical costs, scheduling, and planning of an OTOA CLP Workshop.
This document focuses entirely on the practical costs, scheduling, and planning of an OTOA CLP Workshop.
For information on the benefits of OTOA CLP and what to expect during a workshop, please refer to the website, www.OneThoughtOneAction.com, and follow the links to the CREATIVE LIFE PRACTICE page.
For information on the benefits of OTOA CLP and what to expect during a workshop, please refer to the website, www.OneThoughtOneAction.com, and follow the links to the CREATIVE LIFE PRACTICE page.
A FEW BASIC THINGS TO CONSIDER WHEN HOSTING
A FEW BASIC THINGS TO CONSIDER WHEN HOSTING
One of the practical goals in bringing a workshop to your community is to have all associated costs and expenses for the workshop covered.
One of the practical goals in bringing a workshop to your community is to have all associated costs and expenses for the workshop covered.
This total budget of expenses will be something that we will consider when setting the pricing per person for the workshop, and when determining how many participants will be needed to cover the budget.
This total budget of expenses will be something that we will consider when setting the pricing per person for the workshop, and when determining how many participants will be needed to cover the budget.
Each community (city, town, country) has a variety of factors that will also be considered when determining the workshop pricing and number of participants.
Each community (city, town, country) has a variety of factors that will also be considered when determining the workshop pricing and number of participants.
All that said, I encourage us not to get too hung up on the numbers and dollars, and to keep our creative energy alert for possibilities (which is all part of a CLP).
All that said, I encourage us not to get too hung up on the numbers and dollars, and to keep our creative energy alert for possibilities (which is all part of a CLP).
There may be ways for us to lower costs by harnessing resources, asking favors, or barter for the things we need (such as: offering a free workshop in exchange for workshop space, or in exchange for my housing, or in exchange for assisting me during the workshop, and/or, there is the possibility that an in-kind (tax-deductible) contribution of good and services can be contributed if made through my not-for-profit company, GF&CO.
There may be ways for us to lower costs by harnessing resources, asking favors, or barter for the things we need (such as: offering a free workshop in exchange for workshop space, or in exchange for my housing, or in exchange for assisting me during the workshop, and/or, there is the possibility that an in-kind (tax-deductible) contribution of good and services can be contributed if made through my not-for-profit company, GF&CO.
BASIC EXPENSES/NEEDS INCLUDE:
BASIC EXPENSES/NEEDS INCLUDE:
· Airfare, housing (with a kitchen, a quiet, private room, with Wi-Fi, without pets), and approximately $25 a day for food
· Airfare, housing (with a kitchen, a quiet, private room, with Wi-Fi, without pets), and approximately $25 a day for food
· Local transportation, to and from the airport, to and from the workshop location, and to and from grocery stores
· Local transportation, to and from the airport, to and from the workshop location, and to and from grocery stores
· Space Rental (unless space is contributed gratis)
· Space Rental (unless space is contributed gratis)
· Marketing (See NOTES ON MARKETING BELOW) *
· Marketing (See NOTES ON MARKETING BELOW) *
· Workshop Materials & Xeroxing: approx. $75-$100 for a workshop of five participants.
· Workshop Materials & Xeroxing: approx. $75-$100 for a workshop of five participants.
· A stipend for the Host: Hosts also receive the workshop gratis as part of their remuneration.
· A stipend for the Host: Hosts also receive the workshop gratis as part of their remuneration.
· A workshop assistant. Assistants receive the workshop gratis as part of their remuneration—often this is their remuneration. If an additional fee is required, the amount can be discussed and then added to the fee for all paying participants so as to cover the assistants fee.
· A workshop assistant. Assistants receive the workshop gratis as part of their remuneration—often this is their remuneration. If an additional fee is required, the amount can be discussed and then added to the fee for all paying participants so as to cover the assistants fee.
PRACTICAL WORKSHOP/SEMINAR NEEDS:
PRACTICAL WORKSHOP/SEMINAR NEEDS:
· Table and Chairs for participants
· Table and Chairs for participants
· Ideally a Music Stand and a Stool for me (plus one small side table or a second stool) is very useful.
· Ideally a Music Stand and a Stool for me (plus one small side table or a second stool) is very useful.
· Space for the workshop: a well-ventilated room with space enough for students to do some physical movement (preferably with a window), and that has either a blank wall for posting butcher paper to create a “black” board, or a room with a chalkboard or dry erase board
· Space for the workshop: a well-ventilated room with space enough for students to do some physical movement (preferably with a window), and that has either a blank wall for posting butcher paper to create a “black” board, or a room with a chalkboard or dry erase board
· So that participants can lay down if needed, the room should have either clean carpeting, or yoga matts, or blankets that can be spread on the floor
· So that participants can lay down if needed, the room should have either clean carpeting, or yoga matts, or blankets that can be spread on the floor
· A sound system of some type (with technical information sent to me in advance so I know how to format my music to be able to play)
· A sound system of some type (with technical information sent to me in advance so I know how to format my music to be able to play)
MY RESPONSIBILITIES IN PREPARING FOR THE WORKSHOP
MY RESPONSIBILITIES IN PREPARING FOR THE WORKSHOP
It will be my responsibility
It will be my responsibility
* To create a dedicated webpage for the workshop on the OneThoughOneAction.com website.
* To create a dedicated webpage for the workshop on the OneThoughOneAction.com website.
* To VET all applicants (whether thru Google, FB or though the Host(s), and to have the final say on respectfully accepting/rejecting all applicants.
* To VET all applicants (whether thru Google, FB or though the Host(s), and to have the final say on respectfully accepting/rejecting all applicants.
* To manage registration, send payment instructions, confirm payment, and send out all preparation information to each participant before the workshop.
* To manage registration, send payment instructions, confirm payment, and send out all preparation information to each participant before the workshop.
* To provide the Host(s) with MARKETING MATERIALS such as:
* To provide the Host(s) with MARKETING MATERIALS such as:
A draft of an email that the host can send to their contacts (with live links to a dedicated workshop webpage)
A draft of an email that the host can send to their contacts (with live links to a dedicated workshop webpage)
A Brief Text with an Image and a live link to the dedicated workshop webpage), which can be used as a Phone-Text, Twitter, FaceBook, LinkedIn, Instagram, WHAT’S APP, -etc.
A Brief Text with an Image and a live link to the dedicated workshop webpage), which can be used as a Phone-Text, Twitter, FaceBook, LinkedIn, Instagram, WHAT’S APP, -etc.
A PDF version of Flyer that can be printed out by the host and posted or distributed locally-- in location as the Hosts discretion (we can discuss locations if the host is unsure)
A PDF version of Flyer that can be printed out by the host and posted or distributed locally-- in location as the Hosts discretion (we can discuss locations if the host is unsure)
A digital version of the Flyer that can be posted as an Article on LinkedIn, etc.
A digital version of the Flyer that can be posted as an Article on LinkedIn, etc.
THE HOST(S) RESPONSIBILITIES IN PREPARING FOR THE WORKSHOP:
THE HOST(S) RESPONSIBILITIES IN PREPARING FOR THE WORKSHOP:
It will be the responsibility of the host(s):
It will be the responsibility of the host(s):
· To find an appropriate space for the workshop to take place, for the dates/times agreed upon
· To find an appropriate space for the workshop to take place, for the dates/times agreed upon
· To find/provide housing for me (see ABOVE for housing needs)
· To find/provide housing for me (see ABOVE for housing needs)
· To find an assisting who will commit to the entire workshop, plus prep, set up and strike for each day It is best if this is someone interested in the workshop who will assist me in exchange for participating in the workshop gratis. (For WORKSHOP ASSISTANT’S DUTIES the bottom of this document)
· To find an assisting who will commit to the entire workshop, plus prep, set up and strike for each day It is best if this is someone interested in the workshop who will assist me in exchange for participating in the workshop gratis. (For WORKSHOP ASSISTANT’S DUTIES the bottom of this document)
· To Promote & Market the workshop: Please see the list ABOVE for MARKETING MATERIALS that I am responsible for providing to the Host(s) AND my NOTES ON MARKING BELOW for best strategies for promotion.
· To Promote & Market the workshop: Please see the list ABOVE for MARKETING MATERIALS that I am responsible for providing to the Host(s) AND my NOTES ON MARKING BELOW for best strategies for promotion.
· To secure a commitment from the minimum number of participants (normally between 5-10 people depending on what we determine ahead of time). A “commitment” means that your contact has sent me a Registration Email and pre-paid to secure their spot in the workshop.
· To secure a commitment from the minimum number of participants (normally between 5-10 people depending on what we determine ahead of time). A “commitment” means that your contact has sent me a Registration Email and pre-paid to secure their spot in the workshop.
NOTES ON MARKING:
NOTES ON MARKING:
After many years, it has been my experience that the best form of marketing for all OTOA Workshops is word-of-mouth in the form of personal invitations. I highly recommend that the Host(s) think about their marketing strategy in this way.
After many years, it has been my experience that the best form of marketing for all OTOA Workshops is word-of-mouth in the form of personal invitations. I highly recommend that the Host(s) think about their marketing strategy in this way.
Word-of-mouth includes personal invitations by email, text, social media, LinkedIn, etc. where the Host(s) has an opportunity to share either their own experience with OTOA or, our friendship/colleagueship/relationship, or their own personal interest in this course of study.
Word-of-mouth includes personal invitations by email, text, social media, LinkedIn, etc. where the Host(s) has an opportunity to share either their own experience with OTOA or, our friendship/colleagueship/relationship, or their own personal interest in this course of study.
Follow-up’s, by the Host(s) will need to be scheduled, based upon a timeline that we can establish together.
Follow-up’s, by the Host(s) will need to be scheduled, based upon a timeline that we can establish together.
PRICING
PRICING
Pricing for the workshop will be determined upon a combination of the total budget for all associated costs, plus other particular considerations unique to your community and location, as discussed ABOVE in A FEW BASIC THINGS TO CONSIDER WHEN HOSTING
Pricing for the workshop will be determined upon a combination of the total budget for all associated costs, plus other particular considerations unique to your community and location, as discussed ABOVE in A FEW BASIC THINGS TO CONSIDER WHEN HOSTING
PLANNING A WORKSHOP:
PLANNING A WORKSHOP:
If your workshop requires me to travel by plane to your location, it is advised to begin planning 3-6 months in advance.
If your workshop requires me to travel by plane to your location, it is advised to begin planning 3-6 months in advance.
SELECTING & DESIGNING A SCHEDULE FOR A WORKSHOP or SEMINAR:
SELECTING & DESIGNING A SCHEDULE FOR A WORKSHOP or SEMINAR:
Workshops can be designed as a one, two, three, four, five or six-day workshop.
Workshops can be designed as a one, two, three, four, five or six-day workshop.
Workshops can be organized over the course of a weekend, or a full week, or consecutive weekends, or as a long weekend (for example, Thursday or Friday through Sunday)
Workshops can be organized over the course of a weekend, or a full week, or consecutive weekends, or as a long weekend (for example, Thursday or Friday through Sunday)
A single workshop-day is 5 - 6 hours, whereas a single seminar can be from 90 minutes to 2 hours in length.
A single workshop-day is 5 - 6 hours, whereas a single seminar can be from 90 minutes to 2 hours in length.
CONSIDERING THE NUMBER OF PARTICIPANTS
CONSIDERING THE NUMBER OF PARTICIPANTS
The bare minimum of participants for a workshop is 3 people. This creates an intimate and trusting workshop environment where I am able to offer more personal attention.
The bare minimum of participants for a workshop is 3 people. This creates an intimate and trusting workshop environment where I am able to offer more personal attention.
With 5 participants the workshop is dynamic, personal and absorbing.
With 5 participants the workshop is dynamic, personal and absorbing.
When there are between 10-15 participants the workshop is very engaging, lively, and stimulating. It can also be more financially beneficial for the budget.
When there are between 10-15 participants the workshop is very engaging, lively, and stimulating. It can also be more financially beneficial for the budget.
SOME FINAL THOUGHTS:
SOME FINAL THOUGHTS:
At this stage of OTAO CLP’s Development, I am prepared to forfeit a fee for myself if my expenses can be covered, and I am also happy to stay in the home of the host, or similar (as long as there are no pets, a private, quiet bedroom with Wi-Fi, and the use of a fully equipped kitchen).
At this stage of OTAO CLP’s Development, I am prepared to forfeit a fee for myself if my expenses can be covered, and I am also happy to stay in the home of the host, or similar (as long as there are no pets, a private, quiet bedroom with Wi-Fi, and the use of a fully equipped kitchen).
If I am traveling a long distance by plane, I will want to arrive at a minimum of 2 days before the workshop-- and it would be lovely if I could stay at least 1-2 days afterward the workshop (or more if schedules and housing will allow).
If I am traveling a long distance by plane, I will want to arrive at a minimum of 2 days before the workshop-- and it would be lovely if I could stay at least 1-2 days afterward the workshop (or more if schedules and housing will allow).
Once again, this document is meant as a way to begin our conversation for creating the most beneficial workshop with the least stress and the most joy.
Once again, this document is meant as a way to begin our conversation for creating the most beneficial workshop with the least stress and the most joy.
Thank you again for considering the possibility of hosting an OTOA CLP workshop in your community.
Thank you again for considering the possibility of hosting an OTOA CLP workshop in your community.
If you have any further questions or considerations, please feel free to contact me at Gia4akis@gmail.com.
If you have any further questions or considerations, please feel free to contact me at Gia4akis@gmail.com.
With Joy & Inspiration & Grace
With Joy & Inspiration & Grace
Gia Forakis
Gia Forakis
OTOA Founder & Master Teacher
OTOA Founder & Master Teacher
NOTES on WORKSHOP ASSISTANT’S DUTIES:
NOTES on WORKSHOP ASSISTANT’S DUTIES:
Time Commitment:
Time Commitment:
I will need assistance to arrive 60-90 minutes before each workshop day and to stay 30-60 minutes afterwards.
I will need assistance to arrive 60-90 minutes before each workshop day and to stay 30-60 minutes afterwards.
Duties include:
Duties include:
Assist in the set-up, preparation of materials and restoring the space at the end of the day – as the space requires.
Assist in the set-up, preparation of materials and restoring the space at the end of the day – as the space requires.
Distribution & collection of materials before and sometimes during and after the workshop
Distribution & collection of materials before and sometimes during and after the workshop
Greeting & Supporting Participants: making them feel welcome, helping with coats and shoe removal, directing them to rest rooms, introducing them to one another, showing them where they can store their snacks, find water, dispose of trash, etc.
Greeting & Supporting Participants: making them feel welcome, helping with coats and shoe removal, directing them to rest rooms, introducing them to one another, showing them where they can store their snacks, find water, dispose of trash, etc.
Taking photos & videos with my phone (so there isn’t the hassle getting me the photos afterwards)
Taking photos & videos with my phone (so there isn’t the hassle getting me the photos afterwards)
Aside from the above, there is generally not much to do during the workshop (except taking photos and having the opportunity to participate)
Aside from the above, there is generally not much to do during the workshop (except taking photos and having the opportunity to participate)
Remuneration:
Remuneration:
It may seem superfluous, but having an assistant participate in the workshop actually adds value to their role in supporting me and the other workshop participants -- giving them an inside experience to what the participants may be experiencing, attuned to the their possible needs, the needs of the space (e.g. temperature, light, etc.), while also generally having my back and what I may need to be productive.
It may seem superfluous, but having an assistant participate in the workshop actually adds value to their role in supporting me and the other workshop participants -- giving them an inside experience to what the participants may be experiencing, attuned to the their possible needs, the needs of the space (e.g. temperature, light, etc.), while also generally having my back and what I may need to be productive.
CLICK IMAGE BELOW for a Downloadable PDF Version of the above information
CLICK IMAGE BELOW for a Downloadable PDF Version of the above information
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