- Created by Megan Forbes, last modified on Aug 30, 2022
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Introduction
It Takes a Village brings together open-source programs serving cultural and scientific heritage to develop shared sustainability strategies, and to provide our communities with the information needed to assess and contribute to the sustainability of the programs they depend on.
The It Takes a Village in Practice (ITAViP) Toolkit is an adaptable set of tools for practical use in planning and managing sustainability. The ITAV Analysis Kickoff Activity is designed to help determine a program's sustainability status, priorities, and capacity, to then be able to decide which of the activities in the Toolkit would be most helpful to complete.
The ITAV Analysis Kickoff Planning and Facilitator Guide below provides all the materials needed for your program to plan and carry out a successful ITAV Analysis Kickoff. After reading through the Planning Guide and getting a better feel for the Kickoff Activity and your program’s needs, you are free to modify the process to work best for your program. Some potential routes include:
- Carry out the Kickoff Activity as designed, using the samples and templates linked in this planning Guide.
- Optional: Identify Kickoff Activities that can be completed asynchronously to accommodate programs with stakeholders who may find it difficult to meet for extended periods, reserving synchronous meeting time for discussions and decision-making.
- Identify a specific Facet your program would like to focus on and shorten the Kickoff to complete only the Core Data Activity and Analysis Checklist for that specific Facet.
- Determine that the level of planning described in this document and by the Kickoff Activity is not needed and move directly to the table of contents for each Toolkit Facet and choose Activities “a la carte.”
Let's get started!
Meeting title | It Takes a Village Analysis Kickoff Meeting |
Date | |
Time | |
Location (physical, virtual) | |
Purpose / Outcomes Feel free to add/edit |
|
Host / Facilitator | |
Participants |
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 |
Location | |
Supplies | Examples: · AV setup · Dedicated presenter laptop · Extension cords and cables · Whiteboards and flip charts · Pens and markers · Etc. |
Room setup | Examples: theater, classroom, rounds, u-shaped, etc. – confirm any accommodations needed |
Refreshments · Confirm restrictions with attendees | |
Additional requirements |
Meeting link · Login or advance signup necessary? | |
Virtual collaboration tools · Login or advance signup necessary? | |
Transcript or Closed Captioning · Able to transcribe or caption? · Use of transcript after meeting? | |
Recording · Able to record? · Permission to record? · Use of recording after meeting? | |
Additional requirements |
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