Guide for Facilitators/Chairs
Meeting Facilitators introduce presenters to the other participants at the event. If practicable, they
should also ask all participants to introduce themselves. As well as being
good practice anyway, this also serves the purpose of making sure that everyone
is within range of a microphone (can be heard) and on camera (can be seen).
It is also often useful, especially for an audience new to the technology,
for facilitators to introduce the technology and unique aspects of Access
Grid to participants.
Facilitators play an important role in the smooth running of larger events.
A Meeting Facilitator can also be thought of as a Master of Ceremonies.
At formal structured events, the need for some degree of planning probably
increases. If there is a formal agenda, they will ensure good timekeeping.
Facilitators will naturally adopt their own style, but the general idea
is to put people at their ease. Summarising the state of play at certain points
may be useful, especially during extended meetings.
Here are some suggested questions to ask yourself as a Meeting Facilitator:
- What time does the Access Grid meeting start?
- Is a plan for the meeting required (e.g. how much time for a Q&A session
do I allow for)?
- Is a presentation from me required (if so, look at the Presenter's Guide
in this Unit)?
- If the Organiser is at another site, who is the technical contact/node
operator at my site?
- Is there a pre-meeting test? When is this? Do I need to be there?
- Who is the Meeting Organiser?
- What are the Presenters' names?
- Which Access Grid nodes are taking part in the event?
- How many participants are there?
- Are there Facilitators at other nodes? Who are they?
- Have I talked everything over with my technical contact?
- How will the Q&A session (if any) be handled? (The answer to this
question should take into account how the group normally interacts and the
constraints of the technology.)
- Do I need to consider using question management software, such as Question
Tool (see Glossary)?
- Can everyone be heard properly, especially if roving microphones are used?
Are the sound levels correct? Who holds the roving microphone?
- Have you introduced all the main participants properly? You haven't missed
- Are you prepared in case of technical problems (e.g. by altering the running order of speakers, knowing what to say, etc.)?
A downloadable PDF file of this check list is available here: Facilitator's
Get Adobe Acrobat Reader: