Tool 7: Preparing for the Forum Day Checklist
✔ Seating arrangements ● Assigned seating introduces new people to each other and avoids cliques. It strategically arranges groups to reduce shuffling between activities in the agenda. ● This is like planning a wedding, you want to find the balance of folks who will have a good conversation and learn from each other. We created a matrix of boots on the ground, policy/academia, cross by health and agriculture. We then tried to make sure at least one individual representing each of those groups was present and tried to ensure diverse opinions and perspectives could be shared. This is a unique opportunity for building cross Community Capitals relationships. ✔ Note-taking supplies ● Small pieces of paper, sticky notes, pens, and markers at each table give participants the tools they need throughout the day for easy note taking. Easels and large notepads can be stored within sight for groups to access when needed. ✔ IT/presentation set-up ● Arrive early and test the technology, including microphones, sound systems, computers, and screens. Save presentations, videos, and slides in multiple ways, such as a USB and cloud storage, in case one fails. Make sure screens and projections are easily visible from all seats within the room. Laptops with a shared screen can be a back-up option if there are areas of the room less accessible than the rest. ● Example: Unsure if a single, large screen television would be equally visible from all seats in the room, organizers arranged a laptop for each table to project presentations and videos. A small group facilitator was assigned to each table for the second exercise of the morning and accepted the responsibility of operating the laptop, if needed. ✔ Participant packets ● Participants receive a packet upon arrival to orient them to the events of the day and supplies further contextual information and resources. This might include an agenda, brief bios of presenters, research briefs, training or resources for learning and teaching, acknowledgements, and, if applicable, opportunities to fund coordinated Strategic Doing ™ work. ✔ Wayfinding signage ● It can be easy to find an address on a map, but often we meet at locations with multiple buildings or offices at the location. Onsite signage directing participants directly to your event location eliminates confusion. Simple paper signs affixed to existing signage or yard signs lining the pathway from entry to parking to building relieve the stress of navigating a new place and help participants arrive on time.
Continued on next page
97
Powered by FlippingBook