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Avoid “No Shows” Tips and Checklist

Use this checklist to plan a training event. Start planning at least six to eight weeks prior to the date the training will be held.

Six to Eight Weeks Before the Program Date

1. Make arrangements
   
   
   • Select program date
   • Select program site
   • Survey site for size, ventilation/heat, furniture, lighting
   • Check whether transportation is needed for participants
   • Find out whether adequate parking is available
   • Reserve the training room, identify room set-up
   • Order audiovisual equipment (screen, projectors, etc.)
   • Order refreshments, lunch
     
     
2. Develop workshop announcement copy and format (letter, brochure).
   
   
   • Show benefits and outcomes, not just content
   • Outline the subjects covered
   • Use testimonials of others who have participated in program
   • Include a cover letter from top management to announce and endorse the program, including reason for training
   • Pinpoint “take home” results for the participant
   • Balance personal benefits with organizational benefits

Six Weeks Before the Program Date

1. Send the announcement.
   
   
   • Send email to individuals in target group
   • Send email to supervisor of target group
   • Post announcement on web page/bulletin board with directions to enroll
   • Insert announcement in newsletter or company bulletin
   • Send with return enrollment card (signed by supervisor and the participant)

Six Weeks to One Week Before the Program Date

1. Keep a log of attendees and their supervisors.
   
   
2. Acknowledge in writing to the participant and the supervisor.
   
   
   • Name of participant enrolled
   • Location of classroom (include off –site map)
   • Title of class
   • Date of workshop and times
   • Include any pre-work assignments and preparation lists
     
     
3. Keep a standby list of those who want to attend, but are not the exact target population. Expect up to 20 percent cancellation on the day of the workshop. Fill in with standbys. Some organizations collect a $5 registration fee (personal check or payroll deduction form) that is returned to the participants when they arrive at the workshop.
   
   
4. Duplicate handout materials.

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