TArTs Toolkit: Essentials for Running a Smooth Workshop
If you stay ready, you don't have to get ready!
TArTs is Back in Session!
Hi friends! Today, I’m sharing a few of my tried-and-true tips to help your workshops run smoothly and keep your participants engaged. A little extra prep can go a long way in creating a welcoming, organized environment—whether you’re running a virtual session or gathering in person. Here are a few essentials for setting yourself (and your participants) up for success.
1. Practice, Practice, Practice!
Do a run-through of your workshop in advance to get comfortable with timing and content. Read poems or materials out loud and time any activities. This helps you avoid last-minute surprises, so you can deliver a well-paced, polished experience.
2. Don’t Do It Alone: Bring a TA Onboard
Invite a friend to assist as a Teaching Assistant (TA) or offer a free spot to someone willing to help out. A TA can handle participant check-ins, monitor the chat, and support with any questions. This way, you can focus on guiding the workshop, not managing logistics.
3. What’s Next? Keep an Agenda Handy
Keep your agenda accessible on a screen, tablet, or printed out, so you can stay on track without checking the clock constantly. A clear agenda helps you transition smoothly between activities and ensures you stay within the workshop’s time frame.
4. Access Denied? Double-Check Document Settings
Virtual:
Ensure that your digital materials are accessible. In Google Docs, change permissions to “Anyone with the link can view,” and in Notion, publish the page to the web. Checking this beforehand can save participants the frustration of requesting access mid-workshop.
In-Person:
If you’re distributing printed materials, bring enough copies for everyone—plus a few spares. This way, everyone has what they need without needing to share or wait for extras.
5. Cue the Countdown: Visible Timers for Writing Time
Virtual:
During writing time, display a timer on the screen or use the chat to let participants know when they should return. This keeps everyone on track and minimizes the “How long are we supposed to be writing?” questions.
In-Person:
Set up a visible timer or make sure there’s a clock everyone can see. This way, participants can manage their own time and focus fully on the writing.
6. Avoid the Awkward Silence: Give Participants an Arrival Activity
To make arrivals smooth, provide something for participants to do as they join. Share a free-writing prompt, start a brief conversation, or offer the check-in question in advance so they can start thinking of their answers. If virtual, send the poem packet early so they can get familiar with the material.
These are a few ways to help make your workshops smooth and enjoyable for everyone involved. Remember, it’s all about creating a space that feels organized, engaging, and welcoming.
Sweet Assignment
Let’s get prepared! Think back to workshops you’ve attended or taught and reflect on what worked well and what didn’t. For this assignment:
Write down three things you want to incorporate into your workshop structure to make it smooth and engaging.
Identify one tool or platform you might need to make this happen (a timer app, chat support, agenda screen).
Note any questions you still have about running workshops smoothly. Now research them or ask a friend (it’s me, I’m a friend)!
By thinking ahead, you’ll be ready to create an experience that’s engaging and well-organized for your participants. Let me know if you have any questions—I’d love to hear what you come up with!
About me:
Talicha J. is a Black queer poet and teaching artist, nominated twice for the Pushcart Prize. She was a 2024 Collaborating Fellow at The Poetry Lab. Her debut collection, Falling in Love with Picking Myself Up (2015), led to a national tour and helped grow her presence as a poet.
In June 2024, she released her chapbook, Taking Back the Body, which won the Beyond the Veil Press chapbook contest. She also curates writing and editing sprints, leads online generative workshops, and hosts a monthly publication submission space. Her work has appeared in or is forthcoming with Plenitude, Fahmidan, Peach Fuzz, Lucky Jefferson, Just Femme and Dandy, Button Poetry, and more.