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Set a clear set of common guidelines with participants in order to make the meeting more productive, enjoyable and safer.

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Since the preparation of the event, session, training among others, people may have a lot of questions (visa requirements, direction instructions, etc). As organizer ensure  proper contact with participants to help them with all possible guidance you are available to provide.

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Even if one methodology is more convenient to be used for such activity , you need to be aware that could not be the same feeling for all the participants, so ensure to divers your methodologies, set up during your program.

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As an organizer, ensure there is a balanced structure of the program, between working time and breaks, between formal activities and informal time outside de sessions.

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Make the rules/guidelines specific or use examples when general terms are needed. Base these rules on the needs that the participants expressed prior to the session.  Discuss if necessary.

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Some times it's important to push your group a bit into their learning zones, just ensure to clarify it from the beginning this activity might be triggering.

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Make it clear to the participants that sharing of personal reflection is voluntary.
If you use a group reflection, make sure that the facilitator of the group is aware of what was going on during the day/process

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Think about the needs of your participants when choosing energizers or activities.  Remind participants that they can stop if they don't feel comfortable enough to continu  and give trigger warnings when appropriate.

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As organizers, have some guidelines/ideas of ways to spend the evening so that everyone is included and welcomed. Let the participants contribute to plan the evening. Make it clear that the participation is voluntary.

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Let the team to creat groups by themselves. Don’t divide them into numbers or colors. Let them to be free to Choose where to locate themselves and which topics they would like to work. Of course it’s risky that some one topic won’t covered. But before creating any groups ensure that participants already have known each other and had some team building moments. They feel safe and they can be express themselves within groups.

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Balanced between  formal and informal participants time 

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Balanced between  formal and informal participants time 

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When we design a program, would be useful to have organized informal time, such as a field visits, city tour, etc. and to integrated within the formal program, not to be separated.

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Make sure that the participants are challenged in order to grow, but explain the learning zones and stay vigilant of people entering the panic zone.

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The working space already need to provide comfort, encourage participation, create a climate of mutual understanding.
Checking the venue before, being prepared before session, maybe possible scenarios, and agreeing on the ground rules will be helpful

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For people to feel safe, they need to know they have options to quit sometime.

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Try to avoid standard name sircle in the very beginning of the meeting, rather use individual introduction between participants (like Name Bingo, etc). After participants made one-to-one introduction, sircle introductions and name reminders might feel more comfortable

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As organizers, ensure there are no distractions. The windows are closed and there are no disruptive sounds. There are no other people getting in and out the room during the sessions. The temperature is comfortable.

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Finish the exercise, if you are going to start an activity or ask the participants to prepare something, please use it so participants do not feel upset.

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When group is diverse and inclusive ensure that game which you will use during first session to be chosen carefully. Sometimes to do some games which requires physical activities can’t be best option. Try to be inclusive and creative as well. You can split group into pairs and let them have some questions to be answered and let them introduce each others in the big group.

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It’s very important to know that participants are following the process. Ensure that participants can see link between previous and recent sessions. Take some min to ask questions and remind which stage we are.

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Upon the end of sessions, encourage participants to adhere to the ground rules in a funny way. Believe in the power of Memes. Reminder can be a meme, inspiring quote placed in a noticeable space or a song or dance which emphasizes diversity and beauty of its expression.

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Clear instructions for any working group\ group oriented activity 

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Clear instructions for any working group\ group oriented activity 

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the goal from the activity
the time allocated for each part
any different roles would be played

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When someone is silent do not push them to share in the group or to say their opinion.

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Explore how and when to use  the methods you want from different angles

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Ensure a balance between types of activities. Have variety. Not everyone is comfortable with some of them. Variety ensures there is something for everyone.

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- To allocate capacity within team to be a ''listening ear"  and remind the participants that it is available

- Introduce the idea of "safe container" - people among participants whom you can approach during the exercise if you feel a need to talk or share smth. Be aware of the capacity of the participants who are creating "safe container" (they want to do it and they have a respected background).

- To introduce how participants can support each other: Look / Listen / Link and other approaches

- Include some mindfulness / meditation exercise

- Participants can put their triggering points / what they can't stand in the application form

- Create emotion / feelings map where participants can indicate their mood/energy level and change it whenever it changed

- Encourage open communication of the needs