Learning patterns/Facilitator's toolbox

A learning pattern forconferences

Learning Pattern Library

Annual Wikimedia CEE meeting: facilitator's toolbox

problemDuring a conference, the facilitator’s toolbox ensures that the facilitator has all the tools they need. It may contain items for the facilitator's own use or items that the conference participants may need.

solutionA list of items is given, plus some useful considerations how to arrange or use them.

creator• Spiritia

created on15:17, 21 September 2015 (UTC)

status:READY

What problem does this solve?

When you organize or facilitate some kind of wiki event (meeting, workshop, conference, ...), especially in a venue away from your office, sooner or later you will find yourself badly needing your favourite stationery.

Especially, if it is a large-scale event (like the Wikimedia CEE Meeting, or even larger), you are thinking and doing so many things at a time, that you can easily forget to bring with you the tools you are used to have handy around you.

When the need occurs, it may already be late for reaction. And sometimes, you may not even easily/quickly/cheaply supply what you need.

During a conference, the facilitator’s toolbox ensures that the facilitator has all the tools they need. It may contain items for the facilitator's own use or items that the conference participants may need.

What is the solution?

The assumption is that the venue provides the following equipment:

• 
  Beamer + White screen for projection
• 
  Microphones
• 
  Whiteboard
• 
  Flipcharts

Things to bring

Purpose	Item	Image	Notes
Navigating	Printed colour copies of the programme		In front of each room, for navigating the audience. Must be printed single-side and taped on a visible place
Moderating	Printed colour copies of the programme		For each room, for reference purposes. Can be printed double-side
Moderating	5-minute warning cards for moderators to show to presenters		Printed in colour, you can print this file
Presenting	Laptop for presentations		Plus recharger and mouse.
Presenting	Wireless presenters		One presenter for each room (Note: Presenters can be part of the venue's beamer sets, or they can come as standalone equipment. Wireless presenters usually include a laser pointer.)
Presenting	Batteries		A set of batteries for each presenter for each day
Note taking	Whiteboard markers		Usually four colours: black, red, green, and blue
Note taking	Whiteboard erasers		Or spray + towels
Note taking	Paper for flipcharts		-
Note taking	Permanent markers for flipcharts		Usually four colours: black, red, green, and blue
Collecting feedback	Sticky notes		Medium and large size, different colours
Support	Tape		Preferably paper tape: For flipcharts, for sticking programmes on visible places
Support	Scissors		-
Support	Stapler		Plus a pack of staples
Support	Hole punch		-
Support	Paper clips		-

Things to consider

Clean up and restock at the end of the day

In the end of each conference day, the organizer may need to clean up the facilitator's toolboxes and restock them, e.g. add new staples and sticky notes, or change the batteries of the wireless presenters.

Don't forget about the supplies

Some tools go with their own supplies. Staplers need staples. Wireless presenters and wireless mouses need batteries. Whiteboard markers need erasers.

Ensure there are enough USB slots

Ensure that the laptop for presentations has enough USB slots. The mouse and the wireless presenter will use two USB slots. So, at least one more slot will be needed for speakers to install their presentations. If the laptop has not enough USB slots, a USB hub device will prove useful.

Keep permanent markers away from the whiteboard ones

And away from the whiteboard itself. :)

However, if you happen to write on the whiteboard with a permanent marker, don't panic. You can scrawl over the permanent marker with a whiteboard one. The eraser will clean them both.

Make it more interactive

Try to provide two laptops, two beamers and two white screens for projection. One for the speakers and their presentations. The other - for the Etherpad protocol, interactively maintained by the audience in the room.

When to use

When organizing an event

You organize some kind of wiki event (meeting, workshop, conference, ...) in a conference venue away from your office, and you need to bring with you some stationery that will help you do things without panic and hesitation.

When facilitating an event

You are facilitator / moderator of a plenary or panel session in a wiki event. You may consider requiring some or all of these items from the conference organizer.

See also

• c:Category:Facilitator's toolbox