Poetics

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Poetics

Glennis Hobbs

How to Organize a Poetry Workshop

If you belong to a writers' group, sooner or later the subject of a bringing a guest artist in to do a workshop will come up. This can be a very rewarding or a very frustrating experience; but with a little organization and a lot of work, this can be a feasible project.

Discuss what type of a workshop your group wants. Do you want someone who will give a workshop on writing general poetry, free verse, greeting cards, or simply blue pencil sessions? Make sure that your objectives in holding a workshop are clear. Discuss people's needs and what genre seems feasible.

Approach your local public library, arts council, provincial or state writers organizations. They can often provide you with information about finances as well as provide you with names of writers who are available for workshops.

Find out what grants are available. This can often be done through Arts Council or cultural organizations. Grants are often available to cover workshop fees, transportation and accommodation, if not fully, partially.

Work out a detailed budget. This should include artists’ workshop fees, travel expenses, meals, accommodation, rental costs, photocopying costs, etc. Determine what costs your organization will be responsible for and what workshop fee you will need to charge.

Have two or three artists in mind. Then approach your selected artist to see if he/she is available, what his/her fees are, and travel expenses.

Set a tentative date for your workshop.

Now you are ready to apply for a grant. Do not assume that your grant will be approved or that you will receive all the money you ask for.

Assign people tasks. Write everything down no matter how trivial it seems.

Advertise, advertise, advertise

Prepare a press release, with writers’ resume and photo.

Check out your local paper, radio station and cable access TV station. Check to see if there is a provincial or state newsletter or weekly e-mail brief. Make posters and put them up around town. Provide mail and e-mail addresses and a phone number or two if possible..

Get confirmation of everything.

If the artist will do a blue pencil session, remember to select a submission date at least a month in advance so that the artist has a chance to read poems ahead of time. Arrange for a private meeting room.

Consult with the artist about certain details. You may wish to arrange for a local reporter to interview the artist, if he or she wishes to do so. Some artists are very social creatures and others require downtime. Your author may also wish to sell copies of his/her book.

Arrange to meet the artist if he/she is arriving by public transportation. If the artist chooses to drive, try to send a written map and simple detailed instructions. You may even wish to arrange to pick the artist up at his/her accommodation and take him/her to the site of the workshop.

Assign people to help out at the door, give directions, make coffee, greet newcomers and introduce them.

Be sure to take pictures to record your event. Do not tape the workshop without getting permission.

Consider giving out a workshop evaluation format.

Be prepared for the unexpected. All authors are a little crazy.

Enjoy your workshop.