For a training series, send all your preferred dates in one enquiry. Give each one a headcount, access time and way of working. Then check what is confirmed for each session separately. Confirmation of the first day doesn't confirm the whole series.
An example: a team comes once for an introductory workshop and again to work on assignments. The introduction needs a view of the screen and the second session needs tables for notes. The same group doesn't mean the same layout.
One worksheet for all sessions
Give every session its own row and a name, so it isn't known only by its date. Use the same fields in every row:
- Preferred date and an acceptable alternative.
- Organiser's arrival, programme start and departure after pack-down.
- Expected headcount and preferred layout.
- Equipment and extras for that day.
- Status of the agreement and the person at your company who confirms changes.
While registration is open, treat the headcount as an estimate. If part of the team attends only once, put that in their row. For table arrangements, the workshop seating guide helps, but don't treat a suggested layout as a confirmed capacity.
What repeats and what changes
Write shared needs once and exceptions beside the date. The same trainer may bring their own laptop every time, while the final session has a guest speaker. For that day, check the change of device and the time for a technical test.
Agree on materials between sessions too. Unless storage on site has been specifically agreed, assume you carry them with you. A free date in the calendar doesn't mean you can arrive the evening before or leave things until next week.
ZagrebSpace has a hall at Gacka 16. Use the workshops and training page as a starting point, then describe your own sequence of sessions in the enquiry. Don't budget for a series discount unless your quote includes one.
Changes have one sender
Name one person who sends changes to the venue. A trainer may suggest a different start, but someone has to check how it affects when participants arrive and the terms of the hire. Editing your own calendar doesn't change the agreement with the venue.
With the quote, ask for the procedure for changing a date or headcount, the cancellation terms and how charges are calculated. Ask too what happens to the rest of the agreement if one session drops out. Keep the terms with the worksheet, and after each accepted change record the new version and the date of confirmation.
Check every session before sending invitations
Compare the confirmation with the rows of your worksheet. Keep dates you are only considering apart from confirmed ones. Send participants only the agreed details for that session, with the address and directions.
After the first session, note what should change. Perhaps an exercise ran long, or the group needed a different table layout. Send the suggestion before the next session and check that it fits the agreed time.
Common questions
Can I confirm only some of the dates?
Yes, if you say so. State in your enquiry whether you will accept part of the series or need all sessions together, so you can compare the reply with what you need.
Does the headcount have to be the same for the whole series?
Give the number per session and ask how a change is charged. Check the layout and extras for each date. A single total number hides the differences between sessions.
Send the schedule for the whole series
Send the completed list of sessions and the shared needs through the contact page. Ask for a reply by date, with the terms for the whole series. Share the accepted version with the trainer and with whoever approves the cost.
