# Workshop Best Practices
## Instruqt Workshop Best Practices
This guide helps Instruqt admins and facilitators run smooth, scalable, and secure technical workshops, whether in person or virtual.
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### 1. Pre-event planning
#### Increase IP limits for on-site events
If your attendees share the same network (e.g., a classroom or conference Wi-Fi), raise the per-IP limits - or use an invite with a claim limit so IP limits don’t apply.
A low **plays per IP limit** is the most common source of errors during live events. Before your event, check the limit and increase it based on the number of expected concurrent sessions from a single network (e.g. attendees joining from the same classroom or office Wi-Fi).
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Configure this under **Settings → Track limits**.
* [Track limits (IP/hour & concurrent per IP) ↗](https://docs.instruqt.com/settings/platform/track-limits)
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#### Pre-provision with Hot Start
Use Hot Start to preheat sandboxes so learners can launch instantly. The right Hot Start configuration depends on the type of event you are running. A live workshop with 50 attendees needs a different setup than an always-available embedded lab on your website.
The goal is to give every participant an almost instant-start experience without overprovisioning sandboxes you'll pay for but no one uses.
* [Hot start overview & best practices ↗](https://docs.instruqt.com/sandboxes/manage/hot-start)
* *Tip:* start provisioning \~60 minutes before the event; terminate the pool approx. 30 minutes after start to save costs. Setting a pool end time only removes unclaimed sandboxes. Participants who have already started a sandbox are not affected - their session depends on Idle TimeOut setting, or continues until the track's time-to-live (TTL) expires.
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### 2. Invitations & access control
#### Create a dedicated invite for the workshop
Bundle all tracks into a single invite so learners have one link. Create [a dedicated Hot Starts pool](https://docs.instruqt.com/sandboxes/manage/hot-start#create-hot-starts-from-invites) for the invite – this way, only people accessing the event through the invite can claim preprovisioned sandboxes from the pool.\
For workshops, choose the **Live Event** invite type and set a start/end time.
* [Track invites (types, restrictions, setup) ↗](https://docs.instruqt.com/tracks/share/track-invite-links)
* [Live Events workflow & dashboard ↗](https://docs.instruqt.com/tracks/share/run-live-events)
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#### Security best practices
Gate access with a form and limit entry to expected attendees.\
Turn on email confirmation and (optionally) restrict to business emails.
* [Form Settings (confirm email, business-only) ↗](https://docs.instruqt.com/tracks/share/track-invite-links/form-settings)
* [Access settings & invite restrictions ](https://docs.instruqt.com/tracks/share/track-invite-links)
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### 3. Day-of facilitation
#### Use the Live Event dashboard
Monitor progress, jump into learner sandboxes for help, and manage attendees directly from the dashboard.\
👉 [How to run a Live Event ↗](https://docs.instruqt.com/tracks/share/run-live-events)
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#### Performance tips
* Set Hot Start pool size following the [Best Practises](https://docs.instruqt.com/sandboxes/manage/hot-start?q=invite#quick-reference) for your specific event type.
* If bandwidth is constrained, consider staggering start times by a minute or two.
* Have a fallback pool ready (duplicate your pool with a small size).
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### 4. Post-event wrap-up
#### Analyze results
Export the invite activity report to review attendance, attempts, and completion time. You can also export this information for further analysis in external tooling.
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#### Shut down extras
* Terminate remaining Hot Start pools to control costs.
* **Note:** Setting a pool end time **only removes unclaimed sandboxes.** Participants who have already started a sandbox are not affected - their session depends on Idle TimeOut setting, or continues until the track's time-to-live (TTL) expires.
* Remove or tighten invites after the event.
* Reset concurrent IP limits
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### ✅ Quick checklist
* Create a **Live Event** invite with a single link for all content.
* Create a **dedicated** **Hot starts** pool. Size according to the event type.
* Enable form gating; require email confirmation; optionally allow business emails only.
* Set invite access to the expected attendee list or domain(s).
* Increase **IP/hour** and **concurrent per-IP** limits, or set a claim and play limit for the invite.
* Start provisioning \~30 minutes before kick-off.
* Monitor via Live Event dashboard; be ready to inspect sandboxes.
* Export activity report and deprovision remaining Hot Start capacity.
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