Working Out the Logistics
The planning group will have to decide the time and place for
the conversation, basing decisions on the needs of the participants.
The setting should encourage an engaged and robust interaction
among the participants. Below are a few items for the planning
group to consider:
- The site should be conveniently located, with convenient and
sufficient parking. In fact, the planners might consider having
sessions at different locations. For example, different partners
might play host, or participants might get together in each
other's homes.
- The site should be accessible to people with disabilities.
- The room should be a comfortable size and temperature
(not too hot or too cold)
- Chairs should be comfortable and placed so that participants
are able to sit facing each other; round tables or chairs in a
circle work well.
- Providing name tags to wear or tent signs to place on the table
helps eliminate awkwardness and quickly familiarize participants
with one another's names.
- Tablets and pencils are good to have on hand for participants
who may wish to take notes or jot down ideas for later response.
Although not essential, the following items may assist participants
with special needs.
- Making arrangements for on-site child care.
- Arranging for special assistance to maximize the input
of participants with impairments. For example, a signer might
be provided for participants with hearing impairments.
In addition, serving simple refreshments is a good way to put
participants into a relaxed and sharing frame of mind.
One participant should serve as reporter (or in the case of multiple
groups, each group should have a reporter). The reporter's notes
can provide information for immediate feedback and serve as a
permanent record of the conversation. When participants regroup
at the end of session to share what they have learned, the reporter's
notes can help each discussion leader report to the group as a
whole.
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