So you have applied to host a course/seminar at your gym and gotten your approval, now what?
You know you need to meet a minimum required number of participants, close the gym to your members, and do a bit of event coordination, so here are the ins & outs:
Coordination Prior to Hosting:
Coordinating Step 1: Closing
Ensure your members know well in advance that the gym will be closed. Post it everywhere and not just on your website or Facebook page. Let them know through all possible channels you communicate to members: flyers in the gym, newsletters, Instagram, Twitter, you name it.
Coordinating Step 2: Invitations
Let your coaches know about the event as soon as possible so they can save the date if they are interested in attending. Invite your members to participate in the seminar as well as other local affiliate owners and coaches. Make it known to your entire community the 5 W’s (who, what, when, where, and WHY). Most people, especially members, won’t know the first thing about a Level 1 Course, a 321GoProject seminar, etc. Tell them why you are so excited to be offering that outstanding course at your gym. Finally, always provide a point of contact if they would like to register or ask follow up questions.
Coordinating Step 3: Ask
Ask the instructors who will be coming if there are any supplies or materials they will need. Sometimes it may be unclear that the instructor needs a projector, wants a whiteboard, or needs a certain amount of copies made. You want to provide them with everything they could need to put on a successful seminar. Do you need to provide chairs, tables, or anything else? Always ask about everything. Yes you could probably get away with sitting on boxes for a shorter seminar, but imagine your own comfort. If you would want a chair/table for an 8 hour long lecture so will the athletes who will be coming to the event.
Coordinating Step 4: Clean
This may be the first time all of these instructors and athletes have seen your box. Present it and show it off. Clean the bathrooms, floors, and equipment. You only get one first impression, make it a good one! People will judge your gym as soon as they walk in and no one wants to attend a dirty box.
Day of Seminar Tips:
A few amenities always help make for an awesome hosting experience.
- Provide coffee. You are about to put on a 2-10 hour seminar (possibly a full weekend) full of athletes who most likely rely heavily on caffeine. Providing coffee for free (maybe even cream, sugar, etc.) is a great courtesy to those coming to your facility for the seminar. If you are worried about cost, I suggest putting out a donation jar.
- Water. Everyone always forgets something for a seminar. We always stock up on water for those who forgot or depending on the workout, those that need to refill. Last thing you need is someone getting dehydrated!
- Extras. Clipboards, pens, paper. Yep someone will come and not bring anything to take notes on. By having extras of these, you will save someone’s day. Plus you can keep them on hand for your next coaches meeting, lecture, or seminar.
- Retail. Athletes love buying shirts!! Once you get that seminar scheduled, order some shirts to sell at the seminar. We buy extra shirts, stickers, and other branded items that are popular. We also order sample packets of protein, bars, etc; especially if the seminar includes working out.
- Lunch. Plan to have someone stay at the gym during lunch. The instructors usually get their workouts in during the lunch break. Also have map print outs of local restaurants that serve good food. Adding a coffee shop to that map is always a great idea!
Final Note
Post seminar: Email the instructors with an AAR (after action review). Ask what you as a host could have done better for the next time you host. Thank them for their time by sending a hand written thank you card.
This post was written by Lindsey Marcelli, co-owner of CrossFit Eminence with her husband Kris.