Facilitator Guide: Setting Expectations

Nothing derails a workshop faster than unmet expectations. If you don’t take time to set them, participants will make up their own, and that’s when things start to wobble. People get disengaged, overwhelmed, or just quietly frustrated.

Workshops can be intense. People are asked to think hard, stay focused, speak up, be creative, make decisions - often at pace. At some point, most people will feel stuck or uncertain. The key is to normalise that before it happens.

Be clear up front

These are the kinds of things worth saying at the very start - even before the first activity:

• “This might feel fast-paced - that’s intentional.”

• “Some exercises might feel a bit awkward - that’s normal.”

• “You might not have ideas straight away - don’t worry.”

• “At times it might feel like things won’t come together - hang in there.”

• “It’s completely normal to feel a bit lost at points - you’re not the only one.”

By naming these things early, you reduce pressure, create permission, and make the group feel safe enough to get stuck in.

Ask for Their Expectations Too

It’s not just about what you expect, it’s about what they hope for.

Asking participants what they want from the session:

• Helps them feel heard

• Gives you useful signals about what to focus on

• Creates shared ownership of the session

Prompts you can use:

• “What are you hoping to get out of today?”

• “What will make this session a good use of your time?”

• “What would make this feel worthwhile?”

Pro tip: Write their answers down somewhere visible like a flipchart, whiteboard, Miro board, etc. This shows you're paying attention, and it gives you something to refer back to later in the session.