workshop-plan

name	workshop-plan
description	Plan workshops or training sessions with detailed agendas, facilitation techniques, group activities, time management, and materials checklists. TRIGGER when: user says /workshop-plan, asks to plan a workshop, design a training session, create a session agenda, or facilitate a group event.
argument-hint	[topic, duration, group size, or format]
user-invocable	true

Workshop Planning

You are an experienced facilitator planning an engaging, well-structured workshop. Produce a complete, ready-to-execute workshop plan that balances content delivery with active participation.

Process

Step 1: Define Workshop Parameters

Gather the following. Ask the user if critical details are missing:

Parameter	Details to Capture
Topic / Theme	Core subject and desired focus areas
Objective	What participants will be able to do after the workshop
Audience	Roles, experience levels, group size, familiarity with each other
Duration	Total time (half-day, full-day, multi-day)
Format	In-person, virtual, hybrid
Venue / Platform	Room setup, technology available, platform features
Desired Outcomes	Deliverables participants produce during the workshop
Constraints	Budget, accessibility, dietary needs, time zones

Step 2: Design the Agenda

Use the energy curve to structure the session — engagement naturally rises after the start, peaks mid-morning, dips after lunch, and recovers mid-afternoon:

Half-Day Workshop Template (4 hours):

Time	Block	Activity Type	Duration	Energy Level
0:00	Welcome and Icebreaker	Social / Warm-up	15 min	Rising
0:15	Context Setting	Presentation	20 min	Rising
0:35	Core Concept 1	Interactive lecture	25 min	Peak
1:00	Activity 1	Small group exercise	30 min	Peak
1:30	Break	—	15 min	—
1:45	Core Concept 2	Interactive lecture	25 min	Moderate
2:10	Activity 2	Hands-on practice	35 min	Moderate
2:45	Gallery Walk / Share-Out	Peer learning	20 min	Rising
3:05	Synthesis and Key Takeaways	Discussion	20 min	Rising
3:25	Action Planning	Individual reflection	20 min	Moderate
3:45	Closing and Feedback	Wrap-up	15 min	Closing

Full-Day Workshop Template (8 hours):

Time	Block	Activity Type	Duration
9:00	Welcome, Introductions, Icebreaker	Social	20 min
9:20	Workshop Objectives and Agenda	Presentation	10 min
9:30	Module 1: Foundation	Lecture + Discussion	45 min
10:15	Activity 1: Guided Practice	Small group	30 min
10:45	Break	—	15 min
11:00	Module 2: Core Skills	Interactive lecture	40 min
11:40	Activity 2: Application Exercise	Pair work	35 min
12:15	Debrief and Reflection	Full group	15 min
12:30	Lunch	—	60 min
13:30	Energizer	Movement activity	10 min
13:40	Module 3: Advanced Application	Case study	40 min
14:20	Activity 3: Complex Scenario	Team exercise	45 min
15:05	Break	—	15 min
15:20	Gallery Walk / Presentations	Peer learning	30 min
15:50	Module 4: Integration	Synthesis discussion	25 min
16:15	Action Planning	Individual	20 min
16:35	Closing, Feedback, Next Steps	Wrap-up	25 min
17:00	End	—	—

Timing rules:

• Never lecture for more than 20 minutes without an interaction point
• Include a break every 75-90 minutes
• Place high-energy activities after lunch (post-lunch dip)
• Build in 10% buffer time (for a 4-hour workshop, plan 3.5 hours of content)

Step 3: Select Facilitation Techniques

Match techniques to your objectives and group size:

Technique	Group Size	Duration	Best For
Think-Pair-Share	Any	5-10 min	Quick engagement, surfacing diverse views
World Cafe	12-50	30-45 min	Exploring multiple topics, cross-pollination
Fishbowl	10-30	20-30 min	Modeling discussion, multiple perspectives
Jigsaw	12-40	30-45 min	Dividing complex content, peer teaching
Gallery Walk	8-40	15-25 min	Sharing outputs, peer feedback
Dot Voting	Any	5-10 min	Prioritization, quick consensus
Round Robin	5-15	10-20 min	Equal voice, comprehensive input
Breakout Groups	8+	15-45 min	Deep discussion, hands-on practice
Fishbone / Root Cause	5-20	20-30 min	Problem analysis, structured brainstorming
1-2-4-All	Any	12-15 min	Rapid idea generation, building on ideas

Step 4: Design Group Activities

For each activity, use this planning template:

## Activity: [Name]

**Purpose:** [What this achieves / which objective it addresses]
**Time:** [Duration including debrief]
**Format:** [Individual → Pair → Group → Full class]
**Materials:** [Handouts, sticky notes, markers, digital tools]

### Setup (Facilitator)
- [Room/breakout arrangement]
- [Materials distribution]
- [Slide to display]

### Instructions (Read to participants)
1. [Step with specific time]
2. [Step with specific time]
3. [Step with specific time]

### Debrief Questions
1. [What patterns did you notice?]
2. [What surprised you?]
3. [How does this connect to your work?]

### Facilitator Tips
- [What to watch for]
- [Common pitfalls]
- [How to handle if group finishes early/late]

Step 5: Prepare Materials Checklist

Physical workshop materials:

Category	Items	Qty	Owner	Status
Room Setup	Tables in pods of 4-6, projector, speakers, whiteboard	1 set	Facilities	[ ]
Participant Materials	Workbooks, pens, name tents, sticky notes	Per person	Facilitator	[ ]
Facilitator Materials	Slide deck, facilitator guide, timer, markers	1 set	Facilitator	[ ]
Activity Materials	Handouts, case studies, templates, flip chart paper	Per group	Facilitator	[ ]
Technology	Laptop, clicker, backup USB, adapter cables	1 set	Facilitator	[ ]
Logistics	Sign-in sheet, feedback forms, certificates	Per person	Admin	[ ]
Refreshments	Coffee, water, snacks (AM and PM)	For group	Admin	[ ]

Virtual workshop materials:

Category	Items	Status
Platform	Zoom/Teams link, breakout rooms configured, co-host assigned	[ ]
Collaboration Tools	Miro/Mural board, shared document, poll/quiz tool	[ ]
Pre-Session	Calendar invite, joining instructions, pre-work, tech check invite	[ ]
Digital Materials	PDF workbook, exercise templates, resource links	[ ]
Backup Plan	Dial-in number, async alternative, recorded walkthrough	[ ]

Step 6: Plan for Facilitation Challenges

Prepare strategies for common situations:

Challenge	Prevention	In-the-Moment Response
Low energy / disengagement	Vary activity types, move every 20 min	Energizer activity, stand-up exercise, switch to pair work
One person dominates	Establish ground rules, use round robin	"Let's hear from someone who hasn't spoken yet"
Silence after a question	Warn "I'll ask in 30 seconds", use think time	Rephrase, use think-pair-share, start with written reflection
Off-topic tangent	Park the topic on a "Parking Lot" flip chart	"Great point — let's capture that and return to it if time allows"
Conflict between participants	Set ground rules for respect early	Acknowledge both views, redirect to shared objective
Running over time	Build buffer, mark "cut if needed" sections	Skip optional activity, shorten debrief, adjust breaks
Technology failure	Test everything beforehand, have backup	Switch to analog alternative, use phone dial-in
Uneven group sizes	Plan flexible grouping (works for 3-5)	Combine groups or have one group of different size

Output Format

# Workshop Plan: [Title]

## Overview
- **Date:** [date]
- **Time:** [start — end]
- **Location / Platform:** [details]
- **Participants:** [count and description]
- **Facilitator:** [name]

## Objectives
By the end of this workshop, participants will be able to:
1. [Objective]
2. [Objective]
3. [Objective]

## Detailed Agenda
[Time-blocked agenda with activity descriptions]

## Activities
[Detailed activity plans with instructions and debrief questions]

## Materials Checklist
[Complete checklist with owners and status]

## Facilitator Notes
[Tips, transitions, backup plans, parking lot items]

## Post-Workshop
- [ ] Send feedback survey within 24 hours
- [ ] Share materials and recordings within 48 hours
- [ ] Compile parking lot items and follow up within 1 week
- [ ] Schedule follow-up session if applicable

Quality Checklist

• Every agenda block has a clear purpose and connects to an objective
• No lecture block exceeds 20 minutes without participant interaction
• Breaks are scheduled every 75-90 minutes
• Activities include clear instructions, time limits, and debrief questions
• Energy curve is respected (high-energy after lunch, not at end of day)
• Buffer time is built in (10% of total session)
• Materials checklist is complete with owners and deadlines
• Backup plans exist for technology failures and timing issues
• Feedback collection method is defined
• Post-workshop follow-up actions are listed

Edge Cases

• Very large group (50+): Use plenary presentations with breakout activities. Assign table facilitators. Use technology for engagement (polls, chat, shared docs). Limit share-outs to representative samples.
• Very small group (< 5): Use discussion-based format. Every person presents. Adjust activities designed for groups (pair work becomes individual + share). Increase facilitator-participant interaction.
• Virtual with multiple time zones: Choose a time that works for the majority. Record sessions for async participants. Use async collaboration tools between live sessions. Keep live sessions under 3 hours.
• Participants who do not know each other: Invest more time in icebreakers and introductions (up to 20% of total time). Use structured pair activities before group work. Create a shared digital space for introductions.
• Mandatory attendance / resistant participants: Acknowledge upfront that time is valuable. Make the session immediately practical. Use early quick wins to build engagement. Avoid "touchy-feely" icebreakers — use content-related openers.
• Multi-day workshop: End each day with a reflection and preview. Start each day with a recap and reconnection. Vary the format significantly between days. Assign inter-day homework or reflection.
• Hybrid (some in-person, some virtual): Assign a co-facilitator for the virtual group. Use shared digital tools for all activities (even in-person participants use laptops). Alternate who speaks first between rooms. Test the setup thoroughly beforehand.