Workshop Venues for Rent in Toronto, ON

Your Guide to Renting Workshop Venues in Toronto, ON

“Diversity Our Strength” is a motto Toronto proudly declares. This multicultural and dynamic city is a dream place to learn, study and discover new subjects and techniques. One of the greatest ways to learn a new skill is by attending a workshop. Why? Because workshops are usually set within a short time frame and you can easily schedule them into your busy calendar. During the workshop, you are focused on mastering one skill. You know exactly what you sign to and you know what kind of result you will get. Workshop groups are usually smaller, which creates a more relaxed atmosphere, allowing for a better understanding of the subject. The participatory nature of workshops means it’s not only about a teacher standing in front of the class and lecturing their students, but that everyone can share their knowledge. And although conducting a workshop can be a great and rewarding experience, organizing one is no easy feat.

How to organize a workshop

Do your research

You may have a great idea for a workshop, but first, check whether you will have people interested in it. Find out who could come to your workshop: what age group should you appeal to or which professions could be interested in it. Perhaps your idea is a great one, but it’s not the time for it and you should come back to it in a few weeks or months. Or now is the perfect time for what you have in mind, so you know you have to speed up with the organization. Perhaps you saw similar workshops being organized or you have participated in ones. Try to reach out to the organizers and ask if they could share some experiences with you. Proper research is crucial: it would be a shame to put a lot of effort into planning and organizing the whole event only to have one or two people show up!

Write a plan

If you dive into organizing the workshop with just an idea, without a plan, you will be exhausted with it long before it even begins. Having a plan will let you work effectively and not forget about any of the details. If you would like to get sponsorship for your workshop presenting a complete plan will be a crucial step toward landing it. There are many details to remember and decide on still in the planning stage.

• Set the subject and goal of your workshop. As we mentioned before, during workshops participants expect to learn one particular skill or technique, or solve a problem. Decide what it will be and set the goal of what your participants will achieve at the end of the class. Focusing on a clear goal will make planning the next steps much easier.

• Decide how many people can attend the workshop and if you can go above or beyond that number. You want attendees to be engaged in the work and achieve the best results, so carefully consider how big of a group would be ideal for the class you have in mind.

• Make a list of tools or equipment you will need to successfully conduct the workshops. See where you can get them and how much will it cost to buy or rent what you need. If some of the items might take time to be shipped to you, remember to order them in advance.

• Think of the right venue. What kind of space will you need? What kind of in-house equipment will it need to have? Where should it be so the participants have the best access? There are a lot of aspects to the perfect venue, but don’t worry - we take that on us. Tagvenue’s smart search engines will let you find just what you need.

• Prepare the programme. There are some points that will be exclusive to the type of workshops you will be doing, but a good programme should include: icebreaker activities (best if they are related to the workshop theme), the main part, time for questions or discussion, and a conclusion. Remember to schedule breaks as well. Their length depends on the kind of work your participants will be doing, but make sure they won’t be overworked. A rested mind is more prepared to take in new information.

• Plan your marketing strategy. Now, this goes by without saying, but unless you’re doing workshops with your friend group, you want people to know about what you’re doing and you want to invite them to your class or seminar. The marketing strategy should have a timetable of when and what kind of messages you want to get across to your audience. You should communicate via the channels your users are used to, but if you want to attract people from outside your usual supporters, you may want to consider tools you may not be familiar with yet. If you plan your strategy ahead, it will work for your benefit.

• Outline the budget. Make a list of expected expenses. Write down everything you will need to buy or rent for your workshops. If you’re planning on inviting a guest speaker or instructor other than yourself, budget in their salary. Remember to write down a contract, so you will know exactly what they offer and that you won’t be surprised by any hidden fees. Allocate some amount for sudden expenses as well. This will allow you to be a little more flexible when facing organizational challenges. 

• Once you know your budget and how big of a group you can have in your workshops, decide on registration rules and admission fees for the participants. Remember to also write up a cancellation policy and what will happen if anyone misses the workshops.

• Prepare a plan B. Decide what will happen if not enough people show up or materials don’t arrive on time (although if you follow our guide this should not happen!). If you’re prepared for every emergency, if it comes you will approach it calmly and without panicking.

• An important part of running a successful workshop is also planning a good follow-up strategy in advance. You can prepare a survey where the participants will review your workshops. Thanks to their comments you will be able to prepare better for the next events you are planning to host. You will also maintain communication with your clients, which might be crucial in selling whatever product you will come up with next. Your participants’  responses may actually give you a hint of what that product might be and what they would like to see from you in the future. The follow-up doesn’t have to be a one-time thing. If you ever thought about running a newsletter, this might be a great time to start it!

Phew, that’s a lot! If you’re feeling the task might be too big for you or you could use some help in one of the areas mentioned above, finding helpers or volunteers should not be a problem now that you have a clearly set out plan and you know exactly what you need.

Start organizing your workshop

Now that you've done your research and got everything planned out, you can start working. If you’ve gathered a team who will be working with you it’s time to delegate tasks. Set the deadlines for each one to keep the preparations on track. Even when working alone, setting time frames for each point of the plan will help you get ready for the workshops without any disturbances. 

Once you start marketing the workshops, registrations will start coming in. We suggest that the participants pay for the workshops in advance and that you offer limited time to sign in. This will secure your funds for the preparations, but you will also know whether you will fit within the planned budget or if you have to change some of your plans. A good idea is to start communication with your participants even before the workshop starts. You can open a chat group where you will get to know each other. You will see what kind of people have signed up and what’s the vibe of the group. When they come to the workshop, you will already know each other and work will go more smoothly. Maybe carry out a pre-workshop survey? This will let you learn about the expectations of the participants and better prepare for the workshops. 

Consider doing a dry run of your workshop. Check if all the tools you’re planning to use are working and if the equipment you’ve prepared for the participants is operable. If you're doing a workshop where you will be giving instructions, perhaps you can ask a friend to step in as a model participant to see if you’re conveying your message clearly.

A few days before the workshops run through your plan again. See if you’ve missed anything or if there are any points you should be extra careful about on the day of the workshop. If you’re working with a team, meet up with all of them, go through their tasks again and hype them up for what’s coming!

Each type of workshop has its own points to remember about when organizing it. What should you keep in mind, depending on the character of your workshops?

If you’re doing corporate workshops or running a brainstorming session remember the group has to be relatively small, especially if you want the group to reach a conclusion at the end. In bigger groups decisions are harder to reach. You will also have to be very careful about selecting participants to allow the best workflow. You will need a space where you can comfortably sit around the table, but a breakout area is also necessary for the group to take the breaks from the hard work. Remember to provide drinks (a supply of coffee is necessary!) and nutritious snacks. The equipment you will need should include enough electrical outlets, a projector or a TV with (with suitable cords), a whiteboard, a flip chart, pens and paper for the participants. If you’re planning on using an internet connection, make sure there’s Wi-Fi available.  A microphone might be a good idea as well.

Art workshops are very diverse. Depending on the type of art you will be working on during the workshops, you have to pay attention to different issues. Make sure that the venue you will be renting for the workshops has enough space for your class. Make sure there’s proper ventilation and an area where participants will be able to clean up themselves and their tools. Good lighting is also necessary. Aim for places filled with natural light or sufficient artificial lighting. If there’s anything the participants need to bring on their own, make sure you pass that information clearly and multiply times. Prepare some extra materials in case somebody does not bring their supplies.

If you’re organizing fitness or dance workshops it is essential to provide your participants with changing rooms or even shower rooms. Make sure the venue you’ve selected has a good sound system and the flooring will allow for the movement you’re planning. Good ventilation or air conditioning is a must for such workshops. Mirrors are a plus, although not always the necessary one. Provide water for your participants or make it very clear in the description of your event that you will not be providing it. Inform the participants if they need to bring in any gear of their own.

From now on it’s just plain sailing for you. Step into the workshops without worry, enjoy the day and proudly accept the success!

FAQs about Workshop Venues in Toronto, ON

How much does a workshop space cost in Toronto?

Toronto, Canada’s largest city, is a bustling and fascinating place, offering lots of workshop venues. Some venues charge per person - prices start from C$30 and will rise to C$47. Another popular pricing structure is per hour - usually, the prices vary from C$50 to C$1484. Some venues prefer the ‘per session’ option and prices range from C$683 up to C$2373 per session. (Based on data from Tagvenue.)

Where can I find the best workshop venues in Toronto?

Toronto is full of great venues, especially ones suitable for workshops. Downtown Toronto, particularly around the Financial District and Entertainment District, is renowned for its range of professional and modern workshop spaces. The Distillery District also offers unique and historic venues, which will be perfect if you’re organising creative workshops. Queen West and The Annex are great choices for more eclectic and artsy spaces, suitable for a variety of workshop styles.

You may find more fantastic spaces in the city centre, around Kensington Market and Old Town. Fashion District, a prestigious and trendy area within Old Toronto, is home to venues ideal for creative and active workshops, as well as meetings and conferences. Just across from greater Toronto you can find the Toronto Islands, where plentiful workshop venues can be found. 

What is included in a workshop venue hire?

No two venues are the same, so each venue has something different to offer. Workshop spaces vary from ones suitable for physical or creative activities as well as meetings, conferences and training. Workshop venues usually provide some basic equipment such as tables, chairs, a projector or a flat-screen TV. Some will also offer kitchen spaces and lounge areas.

What are some of the most popular workshops venues in Toronto?

If your struggling to decide which venue to rent for your workshops use one of our suggestions:

• The Professional Centre. As the name suggests, this is a venue for all the professionals looking to maximize their productivity. Offering various spaces, including boardrooms, small meeting offices, and a business lounge, The Professional Centre will satisfy every expert.
• Sorry Studio. An open-concept style loft filled with natural light can be a great backdrop for your photography or art workshop. With multiple seating areas, it can host great classes for creative professionals.
• Dance Together Project. A dance studio equipped with mirrors and music speakers is a great place for your dance or fitness workshops. The neutral design of the studio allows for any transformation you may need for your class.

Will a workshop space in Toronto have equipment for hire?

Most workshop spaces in Toronto offer equipment rental options, including audio-visual systems, projectors, and microphones. Sometimes even specialised equipment like recording devices or photography gear is available for rent at an additional price. Make sure to reach out to the venue manager to confirm the availability and costs of the equipment you need.