• objective • who's on the team? •checklist

PF Checklist

Before an Event

KreW Selection

• Select the KreW with a proper mix of skills (KreW Leads are very important here) and levels of experience. A mix of 1/3 experienced (Journeyman), 1/3 moderately experienced (Novices), and 1/3 inexperienced (Explorers--first time out) seems to work well and also provides for the growth of the network. The combination of people makes the team, and this is more than just skills and experience.
• Ask the Sponsors to provide at least one KreW member depending on the size of the event.
• If you are a PF for an event at another site, emphasize the selection of local KreW members. At least 1/3 of the team should be local.

Accommodations and Logistics

• If some of the KreW will be traveling to the event site, send out accommodation and logistical information a few days before the KreW travels. Include dates and times of departure, address and phone numbers of hotels, special information for getting to and from the airport, amenities and facilities that the hotel does or does not have (hair dryers, irons, exercise rooms, etc.), check-in and check-out times.
• If participants are traveling to the event site, make sure the Client Logistics Contact knows the proper information (directions, accommodations, etc.) to facilitate their end of planning.
• Ensure that the planning for catering has been done.

Sponsor Session (Discovery Day)

• Plan on attending!
• Arrange for logistics and the environment to be in place.
• Talk with the Lead Facilitator and if needed provide a documentor, computer, printer access, and a video camera with tripod to capture the session.
• Prepare name tags, wall copy templates, and other prep items.
• Ensure that someone is handling invitations, food, and hotels. This individual may be the Client Logistics person.
• After the Sponsor Session, pass along information concerning the event to the rest of the KreW, compose and distribute a straw dog design of the event, make any special assignments or expectations for KreW Leads.
• If there is no Sponsor Discovery Day scheduled attend at least one of the event planning meetings so that you are aware of the logistical requirements of the event.

Orientation, Walk Thru and Prep

• It may be necessary or desirable to hold an orientation for KreW, especially if a number of them are new. This can range from a few hours to an entire day in length and may offer opportunities for individuals to learn and practice different skills.
• Walk Thru the event with the KreW using the strawdog. Note any potential logistical bottlenecks and ensure that KreW assignments are clearly designed to resolve these bottlenecks.
• Ensure that during the Walk Thru the KreW is attuned to new assignments that may restructure the team.
• Facilitate the preparation for Day One of the event.

During the Event

On Your Mark. Get Set. GO!

• Congratulations you are now the conductor of what may seem at times as organized chaos. From the participants point of view things are going along smoothly but little do they know that the writing team just finished changing the next assignment; the production team is frantically adding headers and formatting the assignment; and the printer is demanding a new toner cartridge before it will produce the assignment that needs to be handed out now. But the KreW comes through like they always do and the participants are now working on their next assignment.
• Very few people in the session will have the vantage point or perspective that you do. You're free to wander around and sample all sorts of happenings and work as they're being done. You're in the best position to formulate the questions that KreW members need to help them anticipate future demands, or adjust behavior and performance to match changing specifications.
• Assemble the KreW first thing each day and when the participants leave each night for a circle-up. Pull them together at other times as necessary to give them the big picture. This is especially critical when the design and schedule begin shifting or when large logistics demands are going to be made (wall copy of take-a-panel exercises, set-up and tear down of tables and chairs).
• Make sure that the Key Facilitator knows what they need to know about the condition of preparedness for upcoming modules or demand for specific products or information during the session.

Following the Event

Administration

• Assemble the KreW to get their feedback on the event and review their post-event tasks.
• Give performance feedback to the Explorers on your KreW.
• Review with the production lead how the information in the archive storage box will be transferred to the archive file.

Work Product

• Check with the Lead Facilitator on what the final version of the work product will be and the promised delivery date.
• Support the efforts of the Work Product team to whatever degree is necessary. These efforts, however, are usually self-organizing.