Introduction
If you are interested in bringing me to your area to teach a workshop you will need to understand what it takes to make that happen. Your help is much appreciated! Be prepared, though, there is much work to be done before a class can take place, and I rely heavily on my local sponsors to get this work done.
1.) Organize the logistics and attendees of the Workshop
2.) Registration: collect money and ensure the minimum number of participants
3.) Secure Workshop facility
4.) Provide support for Karen while in your town ( a place to stay, access to food or store)
5.) Secure TV/DVD equipment and knowing how to use it
6.) Organize food for the Workshop (usually a potluck)
7.) Let me set up prior to workshop-the night before
8.) Break down after Workshop
After many years of providing Workshops I have come to understand exactly what needs to be done and what makes a smooth and productive Workshop happen. I have created check lists and details of exactly the help and support I will expect and need: I have physical limitations which make me dependant on your commitment and support. Please take some time to read these BEFORE offering to sponsor a class.
Requirements:
This section outlines your duties and responsibilities as the Local Contact and Class Sponsor.
Remember, I need at least 20 people registered to cover the costs of doing the class; this includes the airline ticket, lodging, local transportation (shuttle, toll, fuel, bus fares), printing, copies, shipping of equipment, extra bags, overweight baggage, my time, etc. I may consider doing a class for fewer participants, but the cost of the class for each participant will be higher. You should aim to get at least 20 people to attend because there will be the inevitable last-minute cancellations and then the minimum number won't be met at the time of the class.
If I am coming to an area where there is the potential to do more than one class, I want a minimum of 14 people per class to cover costs. An example of this would be when I travel to Wisconsin, I do sequential classes in Green Bay, Milwaukee and Madison; each location is within 2-4 hours driving time. There would need to be a total of 42 people in Wisconsin taking the class for me to be able to come. Class numbers in these areas do not need to be evenly divided; I am happy to teach to a smaller class of 8 to 10 participants as long as there are more than 14-16 participants in each of the other classes. In other words, if I can do three classes in a particular area then I do not need the 20 minimum participants in each class.
The deadline for pre-registration is 3 weeks prior to the date of the class. Pre-registration consists of participants completing the class registration form and returning it to you along with an $85 deposit. If we do not have 16 pre-registrations IN-HAND (not just a phone call) by 3 weeks prior to the class date, I may cancel the class. I buy my plane ticket once there is a minimum registered. Exceptions are possible but they must be discussed with me before the pre-registration deadline.
What constitutes the minimum number of participants? They must have paid a deposit or you cannot count them. Over the years I have learned - people that do not pay a deposit but swear they are coming - do not show up. I need to have a minimum number of committed participants in order to cover my expenses. Occasionally, people do not show due to births, sick children and unavoidable events. Therefore, the minimum takes that into consideration. Again, PLEASE realize that unless they pay a deposit ahead of time you cannot consider them part of the numbers I need to have in order to make this class happen (and buy my ticket), regardless of how well you know them or what they say in a promise.
Fees and money:
You may charge whatever you wish for facility or association fees but I must receive the following from each person in the class:
- First time taking Karen's Class:
- Less than 3 weeks or at the door: $195.00
- Paid in full by 3 weeks prior to scheduled class: $180.00
- Renewing with previous class taken from Karen
- Less than 3 weeks or at the door: $185.00
- Paid in full by 3 weeks prior to scheduled class: $170.00
As the Class Sponsor, you will receive your course free as long as the minimum of 20 students is met. If the minimum of 20 is not met, a substantial discount on the course fee will be given. If you are the organizer and you have the class at someone else's home then you split either the discount or the free course. To be clear, both of you would not get a free class. An example of this would be if you the sponsor ended up with only 9 people at the class then your class cost would normally be $90.00 if new (and $80.00 if a renew) and if you were having the class at someone elses house then you would split the discount. You would each get $45.00 off if new and ($55.00 off if you are a renew) of your class fee.
Sponsor checklist:
- Advertise the workshop
- Send information to email lists, local, regional, and national.
- Advertise on websites, in newspapers and other local publications.
- Call potential attendees (including midwives, doulas, doctors, nurses, CNMs, students, apprentices, midwife assistants, lactation consultants, childbirth educators, etc).
- Copy the brochures and distribute in your area to all interested parties.
- Pick up and drop off Karen at airport (unless other arrangements are made, i.e., if she rents a car).
- Make sleeping arrangements for Karen (usually Karen stays with the sponsor or house host as part of the scholarship). Absolutely no birth centers with plastic covered mattresses and plastic pillows. You try sleeping on them first.
- Karen often stays at the sponsor's home and brings her own food but if she does not have a car, travel to a store may be necessary. If you want to offer foods she can eat, provide those containing veggies, protein and fruit. No gluten products, eggs or dairy.
- Collect all monies and retain until the class. Checks from participants or yourself should be made out to Karen Strange.
- Be in charge of registration and collecting monies the day of class.
- The most important things you can do for Karen are to be sure everyone knows to arrive ON TIME to class...this means if the class is called for 8:15 a.m., they arrive at between 8:00 and 8:10 a.m. or earlier to be ready to start at 8:15......not driving up at 8:15.
- Ensure all participants know to read the book ahead of time. The Neonatal Resuscitation Textbook, 5th Edition, chapters 1-4 and 9.
- Be clear about lunch plans. The brochure says to bring a pot-luck to share. If you are ordering in let everyone know. It is a real problem to find out at the start of class that half the people did not bring something to share.
- The workshop will be a FULL 8 HOURS LONG - PLUS 1 HOUR FOR LUNCH. They should not expect to leave early. AND, if they arrive late, the workshop will end later in the day.
- The workshop starts ON TIME, usually 8:15am. Participants must arrive 15 minutes prior to the start of class.
- They must have read Chapters 1 through 4 and 9 of the Neonatal Resuscitation Textbook 5th Edition or viewed the CD-Rom 2006 Edition
- Keep track of who needs to be tested for Medications and Intubations (those participants must have read Chapters 5 and 6 in addition to those listed above). Please notify Karen AHEAD of TIME if any participants need these tests at least one week before Karen travels to your location. I do not carry this equipment and tests with me to every class so you must let me know before I leave home.
Workshop Facility information:
- Secure a facility for workshop (i.e.: a good-sized living room (preferred) or birthing center or office). It is expected that the class will be held at the sponsor's home or office; if this is not possible, the sponsor may split the sponsor scholarship with the house host (as stated above).
- If the class will be held in a room without chairs, you must provide enough pillows for everyone to sit on, and preferably something to cushion their knees while they are skill testing. I have learned that in asking participants to bring their own pillows usually 2 out of 14 will actually bring something. So you need to make sure there are enough for everyone.
- Karen needs to be able to set up the night before if at all possible. If not, Karen MUST be able to get into the facility at least 1 1/2 hours before the class is to begin in order to set up, i.e., if class is called for 8:15, she must get in at 6:45 am. If this cannot be negotiated then this is not a location at which the class can be held.
- Absolutely under no circumstances will Karen teach a class at or sleep at a location that has animals chained up, locked in small enclosures, or not allowed in the house (though they could be kept outside during class). This may be totally okay with you and you may feel you are a good pet owner but in doing so much traveling I have decided it is TOO deeply upsetting for me to be around. This is non-negotiable.
- Obtain audio-visual services for the class. Karen requires a television, and a DVD player. You, yourself, MUST have tested this equipment prior to the start of class. You, yourself, must know how to operate this equipment, have tried the equipment and know its quirks (not your husband or technologically adept child who may be gone that day!).
Support on the day of class:
NOTE: Karen has a physical limitation with her knee (will need a knee replacement in the near future) and will require assistance with all lifting and moving of equipment and luggage. It is expected that the Class Sponsor will specifically appoint a strong-bodied person to assist as detailed below. This means you are not helping her to bring the bags in but rather you or whomever you designate is carrying everything in and out of that location. If you cannot assure this happens ahead of time then the class cannot be scheduled.
Set Up
- Carry (or schlep) Karen's bags out of the car and deliver to the room where the class is being taught. If there are stairs then either you or the person whom you appoint will do this. Karen WILL NOT CARRY bags in or out of the car, up or down stairs.
- Help arrange dolls neatly against wall;
- Neatly fold towels and stack them near dolls;
- Neatly pile hats near towels;
- Arrange chairs or pillows in semi-circle for the expected number of participants;
- Provide signs to direct participants in the flow of the space, even if you think they are familiar; Like a sign on the outside of the building that says where the class is being held.
- Help hang the laminates (must be hung evenly and spaced well); and
- Arrange to have two areas (tabletops, etc.) where Karen can put handouts on one table, and items for sale (DVD's, books, resuscitation equipment) on the other table.
Food and Beverages
- It is very important that you organize lunch plans (either potluck (preferred) or catered, paid for by participants);
- Provide a place for food for class participants (i.e., table or counter);
- Provide hot water for tea, coffee and drinking water. I am happy to cover the cost of anything additional you purchased for the class.
- Lunch supplies that will be needed include: cups, plates, plastic-ware, napkins and garbage bags. I am happy to cover the cost of paper and plastic for the class.
Break Down
- Pull down laminates and stack near bags;
- Collect items/materials and organize them into piles: stack all dolls together, take masks off bags, put masks in plastic bags, stack resuscitation bags together, make stacks of hats, towels, stethoscopes, alcohol pads, etc.;
- Count up remaining handouts and mark on checklist;
- Then, put all paper in a box;
- Put laminates in bottom of suitcase, paper is in boxes so then put box on top of laminates, put CPR board in other suitcase, then fill rest of suitcase with dolls and layer with stethoscopes, towels, hats, on top; and
- Zip up suitcases, carry to car and assist with loading.
Please notify Karen if you have any questions regarding the requirements or what is expected of a Class Sponsor. Thank you again in advance for all of your help - this class would not happen without you!!
