16. Organizing Guest Instructor Workshops

Guest instructors offer fresh perspectives, introduce new techniques, and provide inspiration that can reignite your dancers’ passion for the dance. Organizing these workshops can elevate the skills within your community, create buzz, and draw in dancers from outside your usual crowd.

However, pulling off a successful guest instructor workshop requires careful planning and execution. Here’s how to organize guest instructor workshops that leave a lasting impact on your community.

Why Host Guest Instructor Workshops?

Inviting guest instructors isn’t just about learning new moves—it’s about enriching the overall dance experience. Here are some key reasons why hosting guest instructors can benefit your WCS community:

Exposure to New Styles and Techniques: Every instructor brings their unique style and approach to WCS. Guest workshops expose your dancers to different dance interpretations, helping them become more versatile and well-rounded.

Skill Development: Guest instructors often focus on advanced techniques, styling, or concepts that go beyond the basics. These workshops can help push dancers out of their comfort zones and encourage faster progress.

Inspiration and Motivation: Learning from a well-known instructor or champion can be incredibly inspiring. It motivates dancers to push their limits, set new goals, and reinvest in their own dance journey.

Community Growth: Guest workshops can attract dancers outside your immediate community, expanding your reach and bringing new faces to your events. It’s also a great way to strengthen relationships with other local dance groups.

Steps to Organize a Guest Instructor Workshop

Hosting a guest instructor workshop involves several key steps, from selecting the right instructor to managing logistics and promotion. Here’s a step-by-step guide to help you organize a successful event.

Select the Right Instructor

The first step is choosing the right guest instructor for your community. When making your selection, consider your community’s needs, skill levels, and interests.

Skill and Style Fit: Choose an instructor whose teaching style and expertise align with your community’s needs. If your dancers are ready to learn advanced techniques, look for an instructor known for their technical skills. If they need more work on musicality or connection, find someone who excels in those areas.

Reputation and Experience: Look for instructors with a good reputation, experience teaching workshops, and a strong connection to the WCS community. An instructor who’s also a competitor, judge, or social dance leader often brings valuable insights beyond just teaching steps.

Personality and Approachability: Personable and engaging instructors can make a big difference in the success of your workshop. You want someone who can connect with your dancers, make them feel comfortable, and create a positive learning environment.

Plan the Workshop Structure

Once you’ve selected your guest instructor, work with them to outline the workshop’s structure. This includes deciding on the topics, class format, and schedule.

Workshop Topics: Discuss with the instructor what topics or skills best suit your community. Popular themes include connection and partnership, musicality, footwork, spins and turns, and styling. Tailor the content to match the needs of your dancers.

Class Levels: Plan classes for different skill levels to ensure everyone gets something valuable from the workshop. Consider offering separate sessions for beginners, intermediate, and advanced dancers, or focus on topics that can be scaled for different levels within the same class.

Schedule: Set a schedule that allows enough time for each class, breaks, and Q&A sessions. A typical workshop might include 3-4 classes, each lasting about 60-90 minutes, with short breaks in between to keep everyone fresh and engaged.

Secure the Venue and Equipment

Choosing the right venue is crucial for the success of your workshop. Make sure your venue has everything you need to create a comfortable and effective learning environment.

Venue Requirements: Look for a space with a good dance floor, adequate lighting, and enough room for all attendees to move comfortably. Make sure there’s a sound system for music and that the instructor’s voice can be easily heard.

Equipment Needs: Check with the instructor if they need specific equipment, such as microphones, speakers, or visual aids. Ensuring you have the right setup can help the workshop run smoothly and keep everyone focused.

Accessibility: Ensure the venue is easy to find, has ample parking, and is accessible for all dancers. A convenient location can make a big difference in attendance.

Set Pricing and Registration

Decide on pricing that covers your costs while remaining affordable for your community. To encourage sign-ups, consider offering early bird pricing or discounts for multiple classes.

Pricing Strategy: Base your pricing on instructor fees, venue rental, and other expenses. Add a small margin to ensure you cover unexpected costs and make a modest profit that can be reinvested into future events.

Registration: Set up an easy-to-use online registration platform, such as Eventbrite or Google Forms, to handle sign-ups. Ensure all the event details are communicated, including the schedule, pricing, and what dancers can expect.

Cancellations and Refunds: Establish a clear policy for cancellations and refunds. Life happens, and having a fair policy protects your community and your event’s financial health.

Promote the Workshop

Promotion is key to filling your workshop and creating excitement. Use a combination of online and offline strategies to reach your target audience.

Social Media Campaigns: Create eye-catching graphics and posts for your Facebook, Instagram, and other social media platforms. Highlight the guest instructor’s credentials and what makes this workshop unique. Use video teasers, instructor interviews, or countdown posts to build anticipation.

Community Outreach: Promote the event at your regular classes, social dances, and through your community’s email newsletter. Encourage your dancers to spread the word to friends and other dance communities.

Local Partnerships: Promote the workshop by reaching out to local dance studios, schools, and other WCS groups. Offer group discounts or incentives for other communities to join.

Run the Workshop Smoothly

On the workshop day, ensure everything runs smoothly by being prepared and organized. Here’s how to make the day a success:

Check-In Process: Set up a check-in table where attendees can register, pick up materials, and get their name tags. Keep the process efficient to avoid long lines and start the workshop on time.

Manage the Schedule: Follow the planned schedule, including start times, breaks, and class transitions. Staying on schedule shows respect for both the instructor and attendees.

Support the Instructor: Be on hand to assist the instructor with anything they need, from managing the sound system to coordinating class transitions. Your support helps the instructor focus on delivering great content.

Follow Up After the Workshop

Don’t let the momentum stop once the workshop is over. Follow up with participants to gather feedback and keep the excitement going.

Thank You Notes: Email all participants, including a recap of the workshop highlights, photos, and any follow-up resources the instructor may have provided.

Feedback Surveys: Create a short survey to gather feedback on the workshop. Ask participants what they enjoyed, what could be improved, and what topics they’d like to see in future workshops.

Future Events: Use the workshop’s success to promote future events. Highlight positive feedback and share success stories on social media to build interest in your next guest instructor event.

Final Thoughts on Organizing Guest Instructor Workshops

Bringing in guest instructors is an investment in your community that pays off in skill development, motivation, and overall growth. With careful planning, clear communication, and a focus on creating an engaging experience, you can host workshops that inspire your dancers and elevate your community.