Preparing for a workshop provider coming into school

In-school workshops are a brilliant way to compliment your classroom learning without the logistical challenges of a full school trip, but they still require preparation to make sure everything runs smoothly. Whether it is a history actor, a science presenter, or a drama specialist, making sure the right space, support, and expectations are in place can make all the difference.

Here is a practical guide for teachers and school leaders on what to do before, during, and after a workshop provider visits your school.

Before the Workshop

1. Confirm the Practical Details

Make sure all logistics are agreed upon well in advance. This should include:
- Start and end times for your workshop
- Number of sessions (and how many students there will be per session)
- Room requirements (for example, will the workshop take place in the hall, a classroom, do they need access to electricity, computers or projectors)
- Setup and packing away time
- Any additional equipment the school needs to provide

It is good practice to email a summary of these details to the provider 1 or 2 weeks before the workshop visit.

2. Check Safeguarding and Policies

Ask for documentation if not already provided, including:
- DBS check (proof of their Disclosure and Barring Service certificate)
- Public liability insurance
- Risk assessment (especially for physical education or science activities)

If your school has its own visitor or safeguarding protocol, send that to the school workshop provider in advance.

3. Prepare the Students

Tell students what to expect. Not just what they will be doing, but who the visitor is, and what behaviour is expected.

- Share the topic of the workshop and how it links to what they are learning.
- If possible, prepare key vocabulary or background knowledge in class as this will help them make the most of the day.
- Make sure pupils are aware this is a formal learning experience and not a day off. If they are geared up to learn, they will definitely get more out of the workshop experience.

On the Day

4. Welcome the Provider Properly

Have someone meet the school workshop provider at reception and find out whether they need help with setting up. Let them know where toilets, staffroom, and first aid are. This welcome helps them feel supported and ready to deliver their best work.

5. Have a Staff Member Present

A teacher should always be present in the room during the workshop. Not only is this a safeguarding requirement, but it also helps:
- Manage any behaviour or engagement issues
- Connect the workshop back to classroom learning
- Offer support if any technical or equipment issues come up

6. Provide What They Need

If they have asked for a whiteboard, chairs in a circle, or tables cleared, make sure the space is ready before the session begins. Have water or a cup of tea available if you can, this will really be appreciated!

After the Workshop

7. Allow for Debrief and Reflection

Use class time to reflect on what was learned during the workshop. Ask questions like:
- What did you enjoy or find surprising?
- What new skills or knowledge did you gain?
- Can you write or draw something based on your workshop experience?
This helps re enforce the learning and makes the experience more meaningful.

8. Give Feedback to the Provider

If the school workshop was brilliant let them know! If you had suggestions for improvement, most providers will definitely appreciate constructive feedback. It helps them improve their offer for future school groups.

9. Follow Up with Parents or School Community

Sharing photos, quotes, or examples of pupil work related to the in-school workshop is a great way to show the impact of the visit. It also keeps parents informed and involved in enrichment activities, making it easier for you to book future workshops.