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Kickoff Planning and Facilitator Guide
The Kickoff Planning and Facilitator guide provides timings, scripts, action items, and related resources for a two-hour in-person or virtual kickoff meeting.
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Meeting Facilitation Resources
ITAV Kickoff Introduction Slides | A short introduction to the ITAV Framework and to the Kickoff process for meeting attendees. The slides can be adapted for your program and include a suggested script. | DOC | |
ITAV Core Data Template | The Core Data Template should be filled out by program leadership / program management participants before the Kickoff event and presented to attendees during the event. It provides a baseline of information about the program's current sustainability status to all Kickoff attendees. | DOC | |
ITAV Phase Analysis Checklist & Related Materials | Phase Analysis Checklist - a list of all Moving Forward Objectives in the Guidebook and is used during the Kickoff to determine what progress a program has made in achieving the Objectives, and which Objectives are the highest priority to achieve or sustain. | DOC | |
Phase Analysis Checklist Slides - all Moving Forward Objective in slideshow format; one Objective per slide. | PPT Google Slides Link | ||
Phase Analysis Checklist Strategy Guide: In-Person - a detailed script and facilitation suggestions for completing the Phase Analysis Checklist during an in-person meeting. | DOC | ||
Phase Analysis Checklist Strategy Guide: Virtual - a detailed script and facilitation suggestions for completing the Phase Analysis Checklist during a virtual meeting. | DOC | ||
ITAV Analysis Project Planning Template | The Project Planning Template is completed at the end of the Kickoff meeting, and provides a place to note the outcomes of the Kickoff, and determine roles and timelines for moving forward. | DOC | |
ITAV Analysis Activity Selection | Activity Selection is used to help choose the Toolkit Activities related to the high priority Objectives identified. This is a separate meeting from the Kickoff and can be completed synchronously or asynchronously. | DOC |
Meeting Planning Resources - In Person or Virtual
General Meeting Information Checklist |
Meeting title
Feel free to add/edit
Purpose / Outcomes
Feel free to add/edit
- Achieve consensus on program’s current sustainability status
- Identify and prioritize goals for the ITAV analysis
- Identify program staff/stakeholders responsible for moving the analysis forward
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title | Meeting Preparation Checklist |
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Task
Person Responsible
Date Due
Identify managers of Kickoff process
Identify potential participants, including facilitators, presenters, attendees, observers, etc.
Read through Planning Activity: It Takes a Village Analysis Kickoff
Finalize list of participants and identify facilitator
Determine meeting environment (physical, virtual, hybrid)
Schedule event
In person: reserve meeting space
Virtual: determine virtual platform
Review resources and templates, customize for program
In person: identify materials needed
Virtual: identify collaboration tools
Finalize agenda, share with participants
Virtual: conduct tech rehearsal
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title | Meeting Setup Checklist: In Person |
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Location
Supplies
AV setup - projection, amplification
Dedicated presenter laptop
Extension cords and cables
Supplies - whiteboards, flipcharts, pens, markers, etc.
Room setup
E.g., theater, classroom, rounds, u-shaped
Confirm any accommodations needed
Refreshments
Confirm restrictions with attendees
Additional requirements
Determine meeting environment (physical, virtual, hybrid)
Schedule event
In person: reserve meeting space
Virtual: determine virtual platform
Review resources and templates, customize for program
In person: identify materials needed
Virtual: identify collaboration tools
Finalize agenda, share with participants
Virtual: conduct tech rehearsal
title | Meeting Setup Checklist: In Person |
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Meeting link
Confirm if login or advance signup is necessary
Virtual collaboration tools
Confirm if login or advance signup is necessary
Transcript or Closed Captioning
Confirm is meeting can be transcribed or captioned
Confirm intended use of transcript after meeting
Recording
Confirm if meeting can be recorded
Confirm permission to record with attendees
Confirm intended use of recording after meeting
Additional requirements
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title | Post-Meeting Checklist |
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Tasks
Complete by Date
Share meeting minutes, recordings, notes, and/or decisions
Follow up on action items / next steps
Solicit feedback from participants
A brief checklist to gather key points about your program's Kickoff, e.g. purpose, data, time, and participants. | DOC | ||
Meeting Preparation Checklist | A checklist to manage the logistical tasks of the Kickoff, including scheduling, collaboration tool identification and testing, and agenda and participant list development. | DOC | |
Meeting Setup Checklist: In Person | A checklist to manage the logistical tasks specific to an in-person Kickoff meeting. | DOC | |
Meeting Setup Checklist: Virtual | A checklist to manage the logistical tasks specific to a virtual Kickoff meeting. | DOC | |
Post-Meeting Checklist | A checklist to manage post-meeting follow up tasks. | DOC |