Workshop Planning Guide
Here you’ll find everything you need to prepare for a successful, fun, and smooth HEART Global workshop at your school.
We would like to note that we can keep our workshops very flexible and are pleased to adapt them to your circumstances.
We are happy to help you figure out what works best for you and your community so that we can have a great workshop together.
Hosting a HEART Global Workshop
Here is a brief summary of how we bring the workshop to life together
and what we’ll need from your side to make the experience unforgettable.
Schedule
Accommodation
& Meals
Workshop
& Show Venue
Registration
Finances
The workshops can be organized over 2 or 3 days, depending on the school’s timetable and needs.
The daily schedule is fully adaptable. We can adjust start and end times to fit class hours, meal breaks, or other school activities.
The final performance usually takes place
at 18:00 o'clock from Monday to Saturday &
at 17:00 o'clock on Sundays.
The show lasts approximately 2 hours and involves all participating students.
Provide food and accommodation for the HEART Global team (around 25 people).
Accommodation is usually organized through local host families but can also be arranged with a hostel.
Lunch can be:
- packed lunches by the hostfamilies,
- provided by the school canteen,
- a buffet prepared by the parents
- through per diem
Our bus driver requires a private room & private bathroom, ideally nearby the bus parking in order to have the autonomy to come and go freely.
This can be provided through a hotel room, hostel, or extra apartment owned by a community member.
If you are unable to find a cost-free solution, we recommend connecting with your community for sponsorship.
Provide one main workshop space + ideally 3–4 additional classrooms/areas for small group work.
Provide a show space, which can be the same as the workshop one or a separate hall.
The show venue has to be able to welcome the audience, which usually is 3.5 times more than the number of partipants.
If space is limited, two performances can be scheduled.
Always reserve a room for the HG staff to rest during the breaks and leave their personal belongings.
During the workshop days, no other school or sports activities can take place in the main workshop space.
We don’t require a minimum number of participants.
Around 100 students is ideal to keep the project sustainable, but smaller groups are ok, especially for a first workshop. Participation usually grows after the first experience.
We can work with groups of up to about 300 people.
Each student pays a €60 participation fee, which includes the HEART Global T-shirt used as show costume and kept as a souvenir.
The school is responsible for promoting the workshop to students. HG can provide some promotional materials.
The school collects registrations and payments from the students.
Payment to HEART Global must be made by bank transfer on the next business day after the workshop ends.
Show tickets are sold by the HG cast during the workshop:
€10 for adults
€5 for kids (U18)
Host families receive 2 free tickets.
Marketing for Your HEART Global Event
Getting the word out about your event is just as important for HEART Global as it is for your school.
Anyone who has ever experienced a workshop and the final concert knows what huge opportunities a school gains for its PR as a result. Secondary schools in particular are under increasing pressure of competition with regard to their PR. Your school can distinguish itself in a big way by hosting a HEART Global workshop.
To help you advertise for your event, we’ve put together a HEART Global Workshop promotional media kit that can be downloaded below. The kit contains a guide to using our brand and graphics, our logo, promotional photos, and an A4 size poster template to help you advertise your unique HEART Global workshop.
Television and media
Invite local media and news outlets to cover the workshops and performance!
During the workshop and the final show, incredible photos are taken that show your students fully engaged and in action with pure, palpable enthusiasm showing on their faces.
Please coordinate all television interviews or press conferences carefully with the European Management and the Tour Manager so that the workshop processes are not hindered.
If you have special ideas regarding media work, e.g. the implementation of a documentary, a television production or similar, please contact our European Management.
Great Communication Will Save the day!
In the event of an issue that requires assistance, please contact your HEART Global rep.
Anni & Gwen can be reached at europe@heartglobal.org | +39 388 754 8532
When in doubt, reach out. We believe that communication is key for a successful workshop, and we want you and all our younger friends to have the best experience possible.
