Workshop Planning Template - Draft agenda and session structure

Sep 1, 2026

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Workshop Planning Template organizes workshop design into a clear, step-by-step flow across five one-hour meetings. It guides facilitators and clients through sharing a shared vision, defining and refining the agenda, briefing the team, and collecting learnings. Each session includes objectives, participant check-ins, constraints and non-negotiables, and practical facilitation materials such as whiteboards, blueprint/canvas notes, and engagement ladder slides to support aligned decisions and deliverables.

LanguageEnglish

CategoryPresentations

FormatDOCX

Pages36

Reading Time13 min

AccessFree to download

Part 1 - Sharing a vision

Introduction (09:00 | 5m)

Check-in (09:05 | 5m)

Context and non-negotiables (09:10 | 5m)

Ladder of engagement (09:15 | 10m)

Defining tangible outputs (09:25 | 10m)

www.sessionlab.com Workshop Planning Template This template makes the process of planning a workshop easier by laying out clearly each step to be covered. It is divided into five meetings, each lasting an hour. Sharing a vision Defining the agenda Refining the agenda Briefing the team Collecting learnings Part 1 - Sharing a vision The first session in this series is a meeting of client, facilitator and, if applicable, their teams, to start visioning the future workshop. Use the accompanying blueprint to help you set boundaries as well as establish intentions to guide the design. Total length: 1h 00m Materials: Whiteboard to take notes on x 4 in Introduction | Context and non-negotiables | Defining tangible outputs | Brainstorming intangible outputs Blueprint/canvas with key topics x 4 in Introduction | Context and non-negotiables | Defining tangible outputs | Brainstorming intangible outputs Slide with ladder of engagement in Ladder of engagement Sticky notes (or virtual ones) in Brainstorming intangible outputs Part 1 - Sharing a vision - block details Introduction 09:00 | 5m Explain the purpose of the meeting and run through the agenda for today. Additional Information The facilitator illustrates the reason for calling this meeting and runs through the agenda. Materials Whiteboard to take notes on Blueprint/canvas with key topics Goals Clarity on purpose and scope of the meeting Instructions Show the template and explain that we will be collecting ideas and information in order for you to create a first design for the workshop.A ready-made blueprint is in the attachments! You can print it out before the workshop or copy it onto a virtual board. Check-in 09:05 | 5m Who is in the room? Additional Information Start by introducing yourself as facilitator and ask for a round of names, roles and each person's connection to the future workshop. Goals Ensure everyone is on the same page as to who is who Instructions This meeting could hypothetically be attended by only two people: a facilitator and their client. More frequently, there will be a small group of people attending, including two or three staff from the client's offices, someone who will be responsible for communication, and maybe any co-facilitators or facilitation team members. At the very beginning, it's good to establish some trust in the facilitator and their role. In view of this, you might want to start by sharing: a story from a similar project; any projects you have done before for the same (or a similar) organization; your credentials; your main intention in supporting this group. Context and non-negotiables 09:10 | 5m What elements of the workshop are already clear, known, and cannot be changed? Additional Information First of all, collect data on what is known about the workshop. It might be, for example, the date or the title. Materials Whiteboard to take notes on Blueprint/canvas with key topics Goals Establish the boundaries of the future workshop design Instructions Start the discussion by asking first of all to list for you what elements of the workshop are fixed, set, non-negotiable. Facilitator's notes This point is likely to be quite fast. It is a good idea to cover this point first, in order to avoid the risk of later designing something that is not possible to do based on these constraints. Ladder of engagement 09:15 | 10m Share information on the ladder of engagement and ensure you are all on the same page as to where the workshop sits. Additional Information Having introduced the idea of a ladder of engagement/participation and explained why it's important for you to know more about this, invite a free-flowing discussion on where the workshop sits and take notes in the blueprint.It is important to explain that different degrees of participation are valid as long as the objective is clear to all parties involved. Materials Slide with ladder of engagement Goals Continue to clarify the limits of the design Instructions Show your client an illustr

FAQs

How many meetings does the workshop planning template include, and what is their duration?

It is divided into five meetings, each lasting about one hour (with session timing also specified within parts).

What are the key outcomes of Part 1: Sharing a vision?

It establishes purpose and scope, clarifies fixed non-negotiables, aligns understanding using an engagement ladder, and identifies tangible workshop deliverables.

What materials does Part 1 recommend using?

A whiteboard for notes, a blueprint/canvas with key topics, an engagement ladder slide, and sticky notes (or virtual equivalents).

When does the engagement ladder discussion not apply?

The template notes it does not apply to training workshops; for training, it suggests discussing context instead (e.g., fit within a wider program and how participants interact).

Sep 1, 2026

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