Whatever the type of event you are planning - for example a workshop, knowledge
exchange or learning session, or a meeting - the following steps will guide you through
everything you need to take into account.
Good planning will make facilitation of your event easier and will improve the chances that
you will achieve your objectives. Whenever possible, the event facilitator/s should also be
involved in planning. These steps have been adapted from the UNICEF Knowledge Exchange Toolbox and other sources included in the Resources section.
exchange or learning session, or a meeting - the following steps will guide you through
everything you need to take into account.
Good planning will make facilitation of your event easier and will improve the chances that
you will achieve your objectives. Whenever possible, the event facilitator/s should also be
involved in planning. These steps have been adapted from the UNICEF Knowledge Exchange Toolbox and other sources included in the Resources section.
1. INITIAL PREPARATION
Clarify the rationale behind organizing the session
Define the purpose, objectives and expected outcomes and outputs/products
Confirm who should participate and issue invitations well in advance. Key questions include:
Define the purpose, objectives and expected outcomes and outputs/products
Confirm who should participate and issue invitations well in advance. Key questions include:
- What is expected of them? What are their expectations?
- Does the group include sufficiently diverse perspectives and experience?
- How many participants will there be in total?
- Are they the best representatives of their groups, teams, organizations?
- Are there any existing relationships and/or conflicts between the participants that could influence the achievement of outcomes?
- Is there anything that may prevent participants from fully engaging or sharing?
2. EVENT ORGANIZATION
- Identify a facilitator (see more details below) and together design the event, including the agenda or programme outline, the facilitation approaches and tools, and so on.
- Arrange a venue appropriate to the number of participants and the type of event.
- Ensure advance planning if there are to be any field visits.
- Ensure budget is available if required, for example to cover room and equipment costs, travel and accommodation costs, refreshments, field visits or other incidentals.
3. RESOURCES
- Assign rapporteurs in advance, to capture key points from the discussions, as well as
outputs. - Gather the required materials, depending on the facilitation approaches identified, for
example, flipchart stands, flipcharts, pin boards and colour cards. See a checklist of possible
materials below. - Arrange IT support if needed to support use of technology (such as webinars,
streamed or televised sessions) as well as for presentations.
4. REPORTING
- Rapporteurs may be used to capture key highlights from plenary discussions and Q&A sessions (for example on flip charts, by using colour-coded cards, or simply by taking detailed notes).
- Session outputs may be structured using pre-planned templates, either on a computer ordrawn onto flipcharts. Flipchart outputs can be photographed and stored for later use.
- Social reporting can be useful: participants may post their own accounts and observations on Twitter, or on internal social media (such as an organizational social network, an internalblog, etc.).
5. THE FACILITATOR
The role of a facilitator at a face-to-face meeting or event includes creating conditions for
people to feel relaxed, comfortable and empowered so that they can work well together;
maintaining objectivity so that s/he can be an effective process guide; and sustaining
momentum towards the agreed objectives. The facilitator:
While it is important to have facilitators who easily communicate with all participants, and who are able to express themselves clearly, it is also crucial for them to prepare well before every event. This may mean:
easily confuse participants if the roles are not clearly divided. A very important step is
therefore to decide who is to do what, and when.
people to feel relaxed, comfortable and empowered so that they can work well together;
maintaining objectivity so that s/he can be an effective process guide; and sustaining
momentum towards the agreed objectives. The facilitator:
- Creates an atmosphere of trust and encourages active participation
- Keeps the whole process on track, and ensures that the focus is not lost
- Explores useful differences of opinion while seeking to identify common ground and build consensus.
- Helps bring in multiple perspectives
- Shares information about specific issues, answers questions and shares his or her experience
- Mediates when conflicts arise
- Manages time
While it is important to have facilitators who easily communicate with all participants, and who are able to express themselves clearly, it is also crucial for them to prepare well before every event. This may mean:
- Collecting information about the participants and about their expectations, and adjusting the programme accordingly
- Collecting information about the topics that will be discussed and about the activities already in place (also focusing on the role played by the different participants in them)
- Preparing PowerPoint presentations for the different sessions (using and adapting the existing ones), but also planning the use of participatory tools and techniques
- Identifying keynote speakers, persons to be in charge of a specific session (such as those needed for a regional meeting) or participants eager to share their work in an information marketplace
- Planning and preparing sessions
easily confuse participants if the roles are not clearly divided. A very important step is
therefore to decide who is to do what, and when.
6. SUGGESTED MATERIALS FOR FACE-TO-FACE EVENTS
Different types of events and facilitation tools have different requirements for the meeting
space, materials and equipment. Review and select from the following, according to your
specific requirements:
space, materials and equipment. Review and select from the following, according to your
specific requirements:
- A room large enough for all participants, preferably with natural light.
- Tables and chairs (preferably not fixed to floor, to facilitate group work).
- For presentations: laptop with internet connection, projector and screen.
- Flipcharts (preferably the “sticky” kind if available), and plenty of spare flipchart paper.
- Flipchart stands.
- Marker pens (with wide bevel tip), in assorted colours such as black, blue, red, and green.
- Recording materials for rapporteurs according to their preferences and the required outputs of the session, e.g. own laptops, pens and paper.
- Name tags (for groups where people do not know each other).
- Pens and notepads for participants.
- Refreshments, at minimum coffee and water. Whenever possible, include healthy options.
- Wi-Fi for participants.
- Break out rooms (as needed) each with flipcharts and other materials.
- If needed: A centre/top table and stage for making presentations.
- Coloured cards (approx.. 10 x 20 cm/ 4 x 8 inches), or large post-it notes for participants to write out ideas, and for problem solving activities, in at least 4 pastel colours (blue, pink, yellow, green).
- Pins and pin boards for posting cards.
- Masking tape (1 - 2cm or 1 inch wide) or other adhesive materials.
- Clock/watch for timekeeping.
- Gong or similarly loud tool which can cut through the sound of large group chatter and enable you to encourage people to reconvene.
- Digital camera/phone camera to capture work on pin boards and flipcharts.