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FACILITATION EVENT TEAM LEADER INFO SHEET1.) Two weeks in advance or longer, assign team members their roles. (see “Template for Visioning” document).2.) Ten days to two weeks in advance: Call Club contact person and review all the room set up and dinner arrangments so you know they understand what has to be supplied.3.) Remind Club Vision chair/contact to send the Club profile and list of attendees a week before the event to you and the team. Please copy Pat Butts on correspondence. (Remind them that email needs to have Rotary, Visioning and the Club Name in the subject line)4.) Remind Club Vision Chair/contact to send the time and place of the event to the entire team. 5.) Share with Club Vision Chair, the Club President, and the President Elect the compiled questionnaire and remind them this will give them good feedback on where their Club is at the present and what needs work.6.) Check to see if they have scheduled a Club Assembly to present the Visioning events results and encourage them to do this if they did not do it. 7.) The Wall Chart Excel spread sheets should be used to capture the vision goals and the PowerPoint template can be adapted for the Club Assembly presentation if they wish.Review with the Club Vision contact: “What Does the Club Need to Provide?”This list was sent to the Club several weeks prior to the Vision event.Meals for all attendees and facilitators. Meal should be easy to serve and clean-up, and may be as easy as boxed sandwiches, pizza, or a buffet line. Please coordinate with the facilitators ahead of time if the meal will be more complex so additional time can be added to the schedule. Introductions and a power point presentation will start while the participants are eating. NO ALCOHOL should be served before or during the session.Pitchers of water or bottled water on the tablesMake sure you have the following supplies on hand for the session!White table tent name cards Two easels and two full sized Post-It Easel Pads Projection Screen for power point presentation26 Dark Blue and/or Green dots (3/4” in diameter–self-sticking – 26 Red dots (3/4” in diameter – self-sticking – 3 black, 3 red markers for writing on easel pads 1 pair scissorsNote paper for each participant (this can be one or two sheets of copy paper per person)StaplerBall-point pens for participants1 roll of blue painters tape (if we need to tape up the newsprint sheets, this tape does not leave a mark on the wall)TIPS AND REMINDERS TO SHARE WITH YOUR TEAM1. Send team their assignments. Check with the scribes that they have legible printing/writing or reassign them. If only 3 on the team, see if AG can attend and instruct in hanging wall charts. Teach AG how to hang charts, leaving space between each topic and not putting them too high on the wall. All pages get numbered consecutively so it is easier to compile data later.2. Assign one of the team members or yourself to bring the writing exercise, the evaluation, and a camera. Let team know who is bringing these items.3. Assign someone to bring a camera. Take pictures. Send several to the Club Vision Chair/contact . Suggest they be added to the Club Assembly power point that will be sent to them after the event.5.Bring two copies of time line/assignment/script with you to the event.6. Arrive 40 to 45 min early as there are always some glitches to address. a. Double check the number attending and check that chairs are in place and right room set upb. Place name cards at each place before arrival of attendees if possible. Keeps cliques from sitting togetherc. Make recording grids on Newsprint pads. Don’t number pages until they go up on the wall. d. Collect wall charts in order at end of the night. Easier to tabulate when in order.7. Have your timeline visible on the table. Never go over 4 hrs. Try to end early8. Writing exercise: Please emphasize getting their ideas into phrases or bullet points so the scribes can get their exact idea with their words. We have found that participants need to see and hear the writing exercise questions at least twice to get the gist of this writing exercise.a. Helps scribes if extractor repeats each idea as you move from topic to topic. Be sure ideas are in the members words as much as is possible. b. Helps scribes if extractor paraphrases the idea, checks with the club member that he/she got it rightc. Pass out the writing exercise after you have gone through directions d. Remember to give time reminders during writing exercise.e. Use a blue or black pen. “X” out the low vote getters ( want 6-8 choices) . -Have the whole Team involved in counting number of dots after second round. -Count the red dots and put in small circle. Then in a large circle put #1, #2, #3 . Circle or underline key words or phrases. This makes it easier for the synthesizer to see.9. During the "closing" ask about what concerns and excites them to "take a step back", be patient, give them a chance to think about this. You do not need to respond to their answers. It is just a time for them to express concerns.10. Take off your watch so you are not tempted to look at it. Use small clock on table to watch time.11. Meet & Greet" participants at the door12. Set up the Action Plan Chart before event starts. Fold and set aside for the end of the event13. BE sure to thank the organizers from the Club. a. Pass out evaluation forms and collect them. Send to me after you read them and shared with your team that night/afternoon.( If you have more suggestions, send them to me so I can add them. Everything is a work in progress. Jan Grack, District Visioning Coordinator jgredram@ 720-684-8085)Lead Facilitator Tips and Reminders ................
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