Tab Content: Planning Your Session

When and Where

Choose a time and location accessible to your audience. Consider their daily routines and transport options. Can you cover travel or childcare costs? Ensure the venue is accessible.

Incentives

Think about what you can offer them to acknowledge attendees' time contribution e.g. can you give vouchers, offer food or drinks or are you facilitating new connections or experiences that people are looking for.

Advertising

What channels are available to you to reach the groups/communities -reaching out via trusted local networks, community leaders, social media, and physical spaces. Personal invitations can be especially powerful.

Sign-ups

Offer multiple sign-up options (email, phone), and involve known contacts to increase trust.

Tab Content: Designing the Session

Facilitator Role

Decide whether you’ll use a neutral facilitator or a someone known and trusted by the group. A facilitator should be warm, empathetic, and skilled at creating safe spaces for open dialogue.

• A neutral facilitator can help create a balanced environment, but a trusted community member may enhance rapport and comfort.
• Consider a co-facilitator or support person to help manage dynamics and assist with logistics.

Creating Comfort

Set up a welcoming environment. Ensure that attendees are greeted, and provide refreshments if possible. Make sure they know where facilities are. Include accessibility considerations, such as breaks, quiet spaces, or flexibility for movement.

Introductions

Introduce yourself and facilitate group introductions to help people feel comfortable.

Group Agreement

Establish a group agreement and ask the group for their input – this can cover safety, respect, and inclusivity.

Icebreakers and Warm-ups

Choose relaxed, informal activities that help prepare people for the session – for example, creative exercises, mindfulness, or team-building games.

Facilitating Interaction

Ensure the session allows for everyone to engage, either in small groups or through other participatory methods. Be mindful of different communication styles and preferences (e.g., verbal vs. written).

Capturing the Conversation

Assign someone to take notes or use volunteers to manage larger groups. Ensure someone is ready to handle sensitive personal information. Have contact details about whom people can talk to, such as the Samaritans.

Managing Conflict

Address any tensions calmly and respectfully. Have strategies in place to handle disruptions.

Time Management

Be clear about the session timeline, including breaks, and ensure to finish on time.

Tab Content: Using the Tools

Tool Overview

Several tools have been developed which are adaptable for different groups. They were designed especially for engaging those not in education, employment, or training (NEETs), but can be used more broadly and developed.

Selecting Tools

• Some tools encourage self-reflection (e.g., comics, picture exercises), while others promote group discussion or knowledge exchange.
• Some tools offer a space for people to share their thoughts in different formats (writing, drawing, photography). This can be useful if they prefer not to speak in a larger group or act as a prompt to explore a topic creatively.

Managing Outputs

Explain what will happen to any outputs from the session (e.g., drawings, notes, photos). Be clear about confidentiality and how materials will be used

Tab Content: Evaluation

Session Feedback

Gather feedback from both participants and facilitators to understand their experience, including if they felt heard and if the session was effective.

Follow-up

Provide resources or guidance for further support. Share the findings with attendees after a shared set period and involve them in any next steps.

Impact

Evaluate how the insights gathered can influence future community engagement and policy decision-making.