Logistics

Often the client takes responsibility for the logistic arrangements, invites, venues, accommodation, refreshments, etc. These responsibilities should be clearly determined in the contracting process, where the facilitator should provide clear guidelines or non-negotiables on:

• type and location of venue (appropriateness and acceptable),
• materials and workshop equipment,
• seating arrangements, breakaway rooms, meals, refreshments,
• access for preparation, and
• other administrative issues such as registration, dissemination of documents, etc.

It is important that the facilitator is given the space to facilitate and not have to spend valuable time sorting out administrative and logistic problems.

Getting the Setting Right

The location and venue have a profound effect on the way people work together. It is not something to be delegated down too far or given too little attention. It acts as frame for the entire event. One of the most difficult things a facilitator can do is convince a group of the sense of adapting content to venue. The location should be an ideal stage for the target group and the contents of the seminar and be adapted and improved to address the target.

The surrounding area should give the learners the opportunity to get to know each other better and find peace and quiet if they need it. Groups of people can get extremely uncomfortable (for the facilitator!) if they are hungry and thirsty, or if the air is too hot, cold or stuffy. The group will not function properly, and targets will not be met. And it will be your fault.

A workshop for 15 to 30 people can take place in a room of about 60m2. This will allow them to sit in one semi-circle facing the pin-boards. There should be enough open space for warming-up activities. The room should have windows for natural day-light and despite the wonders of air-conditioning, most learners like the feel of good fresh air. Blank walls are also useful because they can be used to hang up charts and posters produced during the workshop.

One or two extra working rooms are required for work in smaller groups. In larger workshops, there is often a whole team of organisers. It is helpful to have an extra room with telephone and computer to handle organisational matters for the learners. Please get to know your location before having to facilitate in it! A centre pillar will make an apparently large room unusable; the lack of an elevator can make heavy transportation difficult, is there a women’s toilet available, etc.

Seating Arrangements

The seating arrangements have an influence on the working style. It makes a big difference whether people can “hide” behind tables or whether they are “exposed” by sitting on chairs without tables. Each arrangement has advantages and disadvantages. The facilitator should consider carefully who the learners are, and which style will best create an efficient working atmosphere.

You do not have to make a final decision which arrangement of chairs and tables should be used. Seating arrangements are not static and can be changed according to needs and wishes. If learners are actively involved, carrying tables can become an energizer.

Physical Considerations

Tell the programme supervisor exactly what you need; confirm before the day of the workshop that everything you asked for will be in place. Arrive early enough to adjust if necessary.

Room Temperature, Ventilation and Lighting: These considerations are most easily made if you are familiar with the room where you will conduct the workshop. If you cannot visit the site before the day of your presentation, arrive at least forty-five minutes early.

Workshop Materials: Have handouts and other materials that you will use during your workshop organized and ready to use before the workshop begins. Respect your learners' training time.

Your Workshop's Placement in the Day's Schedule: If possible, avoid doing a presentation right after lunch time. Learners' energy levels are low after a midday meal. If your workshop must take place then, be sure to physically involve and stimulate learners. Know what else is on the day's agenda for your learners. It might affect some of the choices you make.

Refreshments: After an initial energy rush, sweets slow people down. Fresh fruit is a better alternative. Drinks should not be overly sweet and should be appropriate to the season. Offer unsweetened sparkling water in hot weather, for example. If the programme is responsible for providing refreshments, share your concerns and suggestions with the provider well ahead of time.

Physical Preparation

One of the golden rules of professional facilitation is comprehensive preparation. Your facilitation plan guides your preparation. Time tabling, instructions for group work and other activities should be visualised and prepared before your learners arrive. The room(s) and seating arrangements should be done to accommodate your facilitation approach and plan. Be prepared, look organised, and be in control.