Logistics for conducting a Spitfire Strategies training or strategy session

When preparing to conduct a training or strategy session, it is important to start by answering the following questions:

  1. What is the primary intent?
  2. How many days will you have?
  3. How many people will participate?
  4. How many trainers will be required?
  5. What kind of financial resources will be required and how will costs be covered?

To help guide the planning process, keep in mind the following items:

Logistics

  1. Setting up the training

What help is needed in to support arrangements for the session? Do you need locally based help?

What help is needed in the training room (co-trainers, translators, etc)?

Will you use power point? Will you need to set-up, borrow or rent a projector and/or computer?

What other audio-visual and materials do you require? E.g. flip charts, microphones, notebooks, pens, etc.

What materials do you want to distribute and/or need copies of? Can copies be made at the venue or by a local partner?

Who will prepare the agenda? Who will send it to participants in advance and how will it be sent (e.g. by email or regular mail)?

What room set up do you need or prefer?

How many breaks will you have? If you provide food, is there catering onsite or do you need to identify and work with outside vendors?

If participants travel for the training, where will they stay? Who will arrange and pay for travel, accommodations and per diem or expense reimbursement? Who will communicate travel arrangements to participants? If travel visas are required, who will prepare invitation letters and other documentation?

Does transport to/from the venue each day, and/or to/from the training need to be arranged?

Training:

  1. Making a training plan:

What do you want to accomplish with this training in addition to the overall objective? (If training with other trainers, what do they want to accomplish? Make sure everyone is in agreement and that the intended accomplishments are realistic.)

Given your answer to the above, what are the main points to make in each session/by the end of the training and the expected outcomes?

What are the key exercises you will include and when in the agenda?

What handouts or worksheets are needed (including any pre-work or homework you will assign participants)?

Possible handouts include:

  • An agenda
  • Spitfire strategy worksheet
  • Smart Chart
  • The Spitfire Strategies SMART Chart 3.0 booklet
  • Powerpoint slides
  • An evaluation form
  1. Setting the agenda:

Does the training have enough interactive elements?

Are there enough breaks scheduled?

Is each session designed with fewer than 20 minutes of speaking/presentations before an activity takes place?

If two trainers will trade-off sections, is it clear who will be responsible for which sessions?

Have you set aside time to plan and rehearse together prior to the session?

  1. Tailoring the content:

Has the content been adjusted for different skill levels/expertise/facility with English/cultural differences?

Have relevant, local examples (including photos, evidence, anecdotes) been included where possible?

Are there challenges with regard to the project/training/other that need to be addressed?

Has time been saved at the end of the training for feedback? How will you capture feedback to share with the Advance Family Planning Monitoring and Evaluation team?