Learning patterns/Facilitator's toolbox

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A learning pattern forconferences
Annual Wikimedia CEE meeting: facilitator's toolbox
Colored pencils chevre.jpg
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.
creatorSpiritia
endorse
created on15:17, 21 September 2015 (UTC)
status:READY


What problem does this solve?[edit]

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?[edit]

The assumption is that the venue provides the following equipment:

Things to bring[edit]

Purpose Item Image Notes
Navigating Printed colour copies of the programme Wikimedia Conference 2009 Berlin - Full schedule.svg 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 Wikimedia Conference 2009 Berlin - Full schedule.svg For each room, for reference purposes.
Can be printed double-side
Moderating 5-minute warning cards for moderators to show to presenters Hungary road sign C-033-5.svg Printed in colour, you can print this file
Presenting Laptop for presentations Oxygen15.04.1-computer-laptop.svgInput-mouse-2.svg Plus recharger and mouse.
Presenting Wireless presenters Presenter Targus AMP05CA 1.jpg 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 Whiteboard markers.jpg 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 Edding Flipchart Marker.jpg Usually four colours: black, red, green, and blue
Collecting feedback Sticky notes CityCamp Idea Board with sticky notes 4297872645 o.jpg Medium and large size, different colours
Support Tape Malerkrepp.jpg Preferably paper tape: For flipcharts, for sticking programmes on visible places
Support Scissors Crystal Project editcut.png -
Support Stapler Staples for the leg.JPG Plus a pack of staples
Support Hole punch Two-hole German Hole Punch.JPG -
Support Paper clips Wiki paperclips.JPG -

Things to consider[edit]

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[edit]

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.

Endorsements[edit]

See also[edit]

Related patterns[edit]

External links[edit]

References[edit]