Week before the workshop

• Confirm participants attendance
• Confirm room set up with organizer
• If possible visit the location upfront, especially that the room is comfortable for co-creation. There should always be enough space that all participants can work together in front of a wall (or flipcharts)
• Make sure roles and tasks are aligned among co-facilitators

Day before the workshop

• Confirm the technical setup in case a projector or speaker is needed
• Confirm catering will be delivered on time
• Send out a short reminder about the workshop. This can also include a high level agenda.
• If not done already, prepare all handouts, flipcharts and other resources
• If already possible prepare the room as this will take away stress in the morning before the workshop where you need to set up everything

Day of the workshop

• Take physical copy of the workshop skeleton (index cards) with you
• Handouts and other needed resources

Upon arrival

• (If not done already) set up room
• (If needed) test technical equipment
• Confirm once more that coffee and food will be there on time
• Check group formations in case participants inform you they will not make it

During the workshop

• Manage time
• Facilitate engagement
• Monitor energy levels (don’t forget about yourself!)
• Use visual aid if people don’t understand something
• Before each exercise recap what has been accomplished so far
• Encourage collaboration
• Be prepared to improvise and adapt to changing situations

After the workshop

• Make sure all relevant outcomes have been documented (photographed)
• Clean room
• Review feedback you received
• Debrief co-facilitators
• Send short message to participants to thank them for their participation

On site: workshop bag

• Time timer (or another large exercise timer)
• Post-its (sticky notes) in different formats and colors
• Voting stickers in different sizes and colors
• Black pens to write on post-its. Text should be visible from a distance.
• Enough paper for sketching
• Flipchart paper and flipchart markers
• Painter’s tape to stick flipchart paper on the walls
• Cleaning supplies in case you need to clean white boards
• Name tags for participants

Remote workshops

• Send out a link to a whiteboard in time where participants can post something about themselves that can be used for the introduction round. This way you make sure everyone has used the digital tools upfront. Additionally, you will find out early on if participants have troubles accessing the tool.
• Offer a short introduction to the tool in case you expect participants that will have challenges with the digital tool
• Start the workshop with a short introduction to the tool