COLLABORATIVE EVENT PLANNING WORKSHEET
Adapted from six-step recipe in Collaboration Soup
by Delia Horwitz and Paula Vigneault.
STEP 1. READY TO GO
It all begins with a need or a desire, and then proceeds
to enrolling others in the planning process.
1. Why are you having the meeting?
2. Who will you invite to be part of the Core Planning group?
3. Who are the Stakeholders? What will you ask them, and how?
4. Set time & location.
STEP 2. ENGAGE YOUR GROUP
The next step involves inviting participants to the conversation, and providing the tools and resources to help the conversation occur in a nourishing way.
1. How many will be invited, and who?
2. How will they be invited—who will author it?
3. Plan what activities will happen at the event.
4. Assemble logistical items: chairs, charts, food, supplies, etc.
STEP 3. COOK THE CONVERSATION
Individuals come together to offer and blend their ideas
to create a whole greater than the sum of its parts.
1. Create safety:
a. Explain your motives, origins, sponsors, etc.
b. Gain alignment on purpose or topic, planned agenda and decision-making method.
c. Describe expectations of what will be done with their input.
2. Clarify roles & responsibilities.
3. Lead the activities and record conversations.
STEP 4. INTEGRATE THE IDEAS
Participants pause to acknowledge, celebrate,
and own what has been co-created.
1. Identify common themes, summarize, and put onto wall charts
2. Have the group acknowledge what has been accomplished.
STEP 5. PLAN THE ACTION
Fueled by the collaborative soup they’ve cooked and eaten, participants
now digest their accomplishments to create an Action Plan.
Call time, and gain agreement to move on to action planning.
1. Establish a framework for action plan, e.g. who, when, what, how, why.
2. Confirm next steps, accountability and follow-up.
STEP 6. END WITH CLARITY
In this step, the details are wrapped up, a summary document is created,
and the meeting place is put back in order.
1. Lead a brief closing discussion: what was gained, learned, or accomplished?
2. Be clear on how notes will be compiled and distributed, and to whom.
3. Determine next meeting time, place, and planners (if not done in Step 5).
4. Volunteers help re-set the room and put things away.