Running Workshops and Classes from Your Studio: A Practical Guide

So, you’ve got a workshop to offer — what should you consider?

Before setting a price or opening bookings, be clear about what participants are getting — including the length of the session, what they’ll learn, what’s included and whether they take something home.

The clearer your offering is, the easier it will be to set an appropriate price and explain what customers can expect.

It can also reduce misunderstandings when people book.

How much should I charge for a workshop?

There’s no single correct price for a workshop. Your pricing should reflect your costs, your time, the experience you’re providing and what your target customers are willing to pay.

Start by calculating the costs involved in running each session.

These could include:

• Materials, supplies and equipment
• Studio rent or overheads
• Utilities and insurance
• Marketing and advertising
• Refreshments
• Payment processing fees
• Your own time

Don’t forget to account for the time you spend preparing and cleaning up before and after the workshop. If a two-hour class takes another two hours to prepare, tidy and administer, you’re effectively spending four hours on each session.

Once you’ve calculated your costs, decide what profit margin you need.

For example, if your total cost of running a workshop is £150 and you have 10 participants, you need to charge at least £15 per person just to cover those costs. Your actual price would need to be higher if you want to make a profit.

You should also research comparable workshops in your area. This can help you understand what customers may expect to pay for a similar experience.

However, avoid competing purely on price. A smaller class with personalised tuition, high-quality materials and a finished product to take home may justify a higher price than a larger, basic session.

Choose the right group size

How many people should be in a workshop?

That depends largely on what you’re teaching, the size of your studio and how much individual support participants need.

A small group can offer a more personal experience. This can be particularly valuable for activities where participants need regular guidance, such as pottery, sewing, painting or crafts involving specialist equipment.

Larger groups can increase your revenue per session, but they can also make the workshop harder to manage.

When deciding on your maximum capacity, consider:

• Available space and workstations
• Equipment available
• Fire and emergency arrangements
• Number of people you can supervise and assist effectively
• The complexity and potential hazards of the activity

Don’t simply choose the maximum number of people who can physically fit into the room.

You need enough space for participants to work safely and for you to move around the studio.

Consider a minimum number of participants

If a workshop only makes financial sense when you have a certain number of bookings, consider setting a minimum attendance level.

For example, you might decide that a session needs at least four participants to go ahead.

If you do this, explain the arrangement clearly when customers book. If you later need to cancel because the minimum number hasn’t been reached, give customers as much notice as possible.

Offering an alternative date or a full refund can help maintain goodwill.

Think about accessibility

When planning your studio workshops, consider whether your space and activities can accommodate people with different needs.

Think about access to the building, entrances and exits, toilet facilities, seating, work surfaces and the layout of the studio.

You should also consider whether your activities can be adapted for people with different levels of mobility or experience.

You don’t necessarily need to make every workshop suitable for every participant, but being clear about any limitations before booking can help customers decide whether the session is appropriate for them.

Include relevant information on your booking page and encourage customers to contact you if they have specific requirements.

Put your workshop terms in writing

Good workshop booking terms can help both you and your customers understand what happens after a booking is made.

Your terms should explain important details such as:

• Workshop date, time and location
• What is included in the price
• What participants need to bring
• Minimum age requirements
• Cancellation, rescheduling options and refund arrangements
• What happens if a participant doesn’t attend
• Any relevant health or safety information

Make your terms easy to find before someone pays.

If customers only discover important restrictions after booking, you’re more likely to encounter complaints.

Have a clear cancellation policy

Cancellations are an unavoidable part of running workshops.

Someone might become ill, have a family emergency or simply change their mind. Your policy should explain what happens in these circumstances.

You might offer:

• A full refund if someone cancels within a certain period
• A partial refund for later cancellations
• The option to transfer the booking to another date
• A replacement participant
• No refund for non-attendance

There isn’t necessarily one approach that works for every business. What matters is that your policy is clear and communicated before the customer books.

Also consider what happens if you need to cancel a workshop. For example, you might become ill, have an equipment problem or be unable to access the studio.

Your customers should know whether they’ll receive a refund, alternative date or another solution.

Do you need a risk assessment for a workshop?

A risk assessment for a workshop is an important part of planning a safe class, particularly where participants will be using tools, machinery, heat, chemicals or other potentially hazardous equipment.

A risk assessment involves identifying potential hazards, considering who could be harmed and deciding what measures you can put in place to reduce the risk.

Depending on your workshop, you may need to consider risks such as:

• Slips and trips
• Cuts from tools
• Burns from hot equipment
• Electrical equipment
• Chemicals or substances
• Dust or fumes
• Manual handling
• Allergic reactions
• Crowded work areas

You should also consider the experience and age of participants.

A beginner using equipment for the first time may require more instruction and supervision than someone with previous experience.

Your risk assessment should be proportionate to the activities you’re running. It should also be reviewed when you introduce new equipment, change your processes or identify a new hazard.

Give participants clear safety instructions

A risk assessment is only useful if you put appropriate controls into practice.

At the beginning of a workshop, explain any important safety rules before participants start.

Depending on the activity, this could include:

• How to use equipment safely
• Where emergency exits are located
• What protective equipment is required
• How to deal with spills or breakages
• What to do if they are unsure about something

Don’t assume that people know how to use equipment simply because it looks familiar.

If something requires instruction, provide it.

For higher-risk activities, you may also want to supervise participants individually until you’re confident they’re using the equipment correctly.

Should participants sign a waiver?

A waiver or disclaimer can sometimes be useful for setting expectations, but it shouldn’t be treated as a replacement for proper safety procedures or insurance.

If you’re considering using a waiver, make sure it is appropriate for your business and the activities you’re running. It should clearly explain any relevant risks and the participant’s responsibilities.

It’s also important to understand that simply asking someone to sign a waiver doesn’t automatically protect your business from every claim.

For important legal terms, you may want to seek professional legal advice rather than relying on a generic template found online.

Ask about relevant allergies or requirements

Some workshops involve materials that could cause an allergic reaction or other health issue.

For example, participants could come into contact with:

• Fragrances, essential oils, paints, glues, resins, cleaning products or certain materials or fibres

If your activity presents a potential risk, provide relevant information before customers book.

You can also ask participants to tell you about any relevant allergies or requirements in advance.

Don’t collect more personal information than you actually need, and make sure any information you do collect is handled appropriately.

Keep your studio clean and organised

A clean, organised studio makes a workshop more enjoyable and can help reduce risks.

Before each class:

• Clear away unnecessary equipment
• Check workstations
• Make sure tools are in good condition
• Remove trip hazards
• Ensure emergency exits are accessible
• Restock materials
• Make sure first-aid arrangements are in place

During the workshop, encourage participants to keep their own work areas tidy.

At the end, allow enough time for cleaning and resetting the studio before the next session.

Make your booking process simple

The easier it is to book, the more likely potential customers are to complete their purchase.

Your booking page should clearly show:

What: What the workshop involves and what participants will make or learn.

When: The date, start time and expected duration.

Where: The studio address and relevant access information.

Who: Any age, experience or ability requirements.

What’s included: Materials, equipment, refreshments and anything else included in the price.

What to bring: Any clothing, materials or equipment participants need.

Terms: Cancellation, refunds, rescheduling and other important conditions.

Clear information helps customers make an informed decision and reduces the number of questions you need to answer manually.

Think about what happens if someone is injured

Even with sensible precautions, accidents can happen.

A participant could trip over equipment, cut themselves while using a tool or accidentally damage property belonging to another person.

This is one reason it’s important to consider public liability insurance when running workshops or classes which can provide cover if your business is held responsible for injury to a member of the public or damage to their property, subject to the policy terms, conditions and exclusions.

For a business that regularly invites customers into its studio, this can be an important part of managing the risks associated with running classes.

Have a plan for emergencies

Before your first workshop, think about what you’d do if something went wrong.

Depending on your premises and activities, this might include having arrangements for:

• Fire
• Serious injury
• Minor injuries
• Equipment failure
• Power cuts
• Spills
• Evacuation
• A participant becoming unwell

Make sure you know where your first-aid supplies are and that participants can easily identify emergency exits.

If you’re working alone, consider how you’ll manage an emergency while also looking after a group of participants.

You don’t need to make your introduction unnecessarily alarming, but participants should receive any safety information they need to take part responsibly.

Ask for feedback after the workshop

Once the workshop is finished, ask participants what they thought.

You could ask about:

• The length of the session
• Group size
• Quality of instruction
• Materials
• Facilities
• Value for money
• What they would change
• Whether they’d attend another workshop

Feedback can help you identify improvements that aren’t obvious when you’re running the session yourself.

Positive feedback can also become useful marketing material, provided you have permission to use customer testimonials.

Create a workshop people want to come back to

Running successful workshops is about more than teaching a skill.

Customers are paying for an experience, so everything from the booking process and studio environment to the quality of instruction and safety arrangements contributes to how they perceive your business.

Start with a clear offering, price your workshops realistically and choose a group size that allows you to provide a good experience without compromising safety.

Put your booking and cancellation terms in writing, carry out appropriate risk assessments and make sure participants understand how to use equipment safely.

And because accidents can still happen despite your best efforts, consider whether public liability insurance is appropriate for your business.

With the right preparation, your studio can become more than just a place to work — it can become a place where customers learn something new, have a great experience and look forward to coming back.

*Disclaimer – This blog has been created as general information and should not be taken as advice. Make sure you have the correct level of insurance for your requirements and always review policy documentation. Information is factually accurate at the time of publishing but may have become out of date.