the Facilitator Handbook - IDEA - U.S. Department of Education

DIALOGUE GUIDEFACILITATOR HANDBOOKbeen exhausted for a particular topic; midmorningor afternoon), it is wise to build specific break timestime into the agenda. Encourage participants to letyou know if they need an unscheduled break.Also, make sure that the agenda fits the time frameyou have scheduled for the activity. A word of advice:it is hard to predict the amount of time thatparticipants will need to feel complete in theirwork; however, dialogue and full participation oftenrequire more time than simple group discussions.It is better to err on the side of allowing whatappears to be too much time. One suggestion is tohave the group prioritize the questions and identifythose that must be addressed.Arranging the LogisticsAnyone who has planned logistics for a meetingknows how important details can be. Making surethat everything is in order prior to the meeting cango a long way in helping you focus your attentionon facilitating the process. Whether you are totallyresponsible for this task or have others who canhelp, the major logistical elements to consider include:• Selecting a site. Make sure the space is appropriate—largeenough to comfortably handlethe group, well lit and ventilated, convenientto lavatories and other amenities, clean andwell equipped with comfortable furniture. Asdiscussed previously, thought should be givento selecting a location that is convenient (e.g.,ample parking, on a major transportationroute, accessible to individuals with mobilityneeds, etc.). If you are planning to providerefreshments, check out any restrictions and/or policies with the site. A suggestion: Make apoint to do a walk-through of the room beforemaking your site selection decision.• Gathering materials. Make sure that you haveall of the materials needed for the DialogueGuide activity. These include extra copiesof the materials, flip chart, markers, writingtools, paper, masking tape, etc. Unless you areLogistics TipKeep in mind that logistics mayvary according to the type ofgroup you have selected. Forexample, participant comfortmay be enhanced forparticipants in cross-stakeholdergroups if you choose a neutral location(e.g., public library) and select a time that is convenientfor everyone. When planning for a rolealikegroup, you may want to look at where andwhen these individuals already come together(e.g., a statewide event, a monthly meeting).sure that everyone knows each other, plan onhaving name tags and sign in sheets.• Providing refreshments. If you are luckyenough to have a budget and can provide refreshments,make sure that the set-up is completedat least 15-30 minutes before the meeting.Think through participant preferencesand requirements. (Is there an alternative tocaffeine? Are there healthy snacks available forthose individuals who are on restricted diets?)If providing refreshments, you may wish to letpeople know in advance so that they can planaccordingly. For example, on the invitationyou might say, “Coffee and tea will be available.”And, if serving a meal, you will want toascertain any special dietary restrictions (e.g.,vegetarian) on the invitation response form.Schedule time for clean up, which is especiallyimportant if another group will be usingthe space immediately following your group.16..........................................................................................................................IDEA Partnership