Corporate Workshops, Edmonton & Calgary, Alberta
Workshop Checklist
Corporate workshops are simpler to plan than galas or team building programs, but still have a sequence that matters. Here is the checklist, including the items most commonly left until too late.
The two decisions that limit your options if left too long: the facilitator or speaker (the best ones book 8–12 weeks in advance), and the venue (hotel meeting rooms on weekdays are usually available with 2–3 weeks' notice, but Saturday dates and specialty formats need more lead time).
For in-house workshops using internal facilitators, the checklist simplifies significantly. The steps below cover both external and internal facilitation formats.
Workshop planning checklist
8–12 weeks before
- Define the workshop objective — skill-building, team alignment, leadership development, or other
- Decide on format — in-person, virtual, or hybrid
- Decide on facilitator — internal or external
- If external: identify and approach facilitator candidates
- Set date and confirm against team availability
5–8 weeks before
- Confirm facilitator and sign agreement
- Book venue or confirm internal space
- Confirm AV requirements — projector, microphone, whiteboard, video conferencing for hybrid
- Confirm catering format — breakfast, lunch, coffee service
- Send calendar invitations to all attendees
2–5 weeks before
- Brief facilitator on group background and specific goals
- Confirm final attendee count
- Distribute any pre-reading or pre-workshop materials
- Confirm venue logistics — access, parking, room setup
- Test AV if using video conferencing for hybrid attendance
Week of event
- Send reminder to attendees with agenda and logistics
- Confirm catering order with final headcount
- Prepare room — seating layout, materials, AV check
- Brief any internal presenters on timing
Post-workshop
- Distribute workshop summary or key takeaways within 24 hours
- Send participant survey within 48 hours
- Confirm action items and owners
- Schedule follow-up session if applicable
Common questions
Depends on the format. For discussions and group work: round tables or horseshoe layout. For presentations with audience participation: classroom style with wide centre aisle. For pure lecture: theatre style. Avoid boardroom style (everyone facing each other around a single table) for groups over 15 — it limits movement and creates dominant-voice dynamics.
Plan your workshop checklist
Tell us the date, the headcount, and what you are trying to accomplish. We will come back with an honest assessment.