You are on page 1of 43

SUPPORT

TEAM
GUIDELINES &
SUGGESTIONS
FACILITATOR TRAININGS
January 6, 2012



Page 2
Congratulations!
Congratulations for being on the Support Team that will create a successful
Facilitator Training in your area! This document and the attached appendices will
give you some suggestions and guidelines that we have found work. By
necessity, some of the general guidelines discussed below may not apply to
the specific training you are working on--please feel free to adapt them to the
needs of your particular training.
Table of Contents
I. Knowing Your Area Is Ready For A Training 3
II. Selecting a Format and Date; Basic Roles 4
III. Selecting the Venue 6
IV. Budget for the Training 8
V. Registration 13
VI. Production for the Training 17
VII. At the Training 22
VIII. After the Trainings 24

Appendices:
A Training Venue Information 26
BSuggested Timeline for Training 28
CSample Budget for Training 31
DTraining Materials List 33
EChecklist for Training 36
FWhat to Bring E-mail Sample 39
GGuidelines for Personal Calls to Registrants 41

Page 3


I. Knowing Your Area Is Ready for a Training

First of all, get started planning your training at least three months in advance.
As you will see below, your training planning experience and your sustainability
(including financial sustainability) will be much stronger if you do not rush this.

Really important: get your complete list of potential facilitators in shape
early. Hopefully, Symposium Facilitators in your area have been (a) collecting the
names, e-mails and phone numbers (phone numbers are very important!see
below) of people in their Symposiums who have said that they wanted to be trained
as facilitators, and (b) entering the information into a common and usable list of
potential facilitators for your geographical area.

If these two things havent been handled on an ongoing basis, getting an up-to-date
potential facilitator list (PF List) for your area is one of the most important things
you can do to create a successful training (and more trainings in the future). If it
hasnt been handled up to now, then you will need a system for contacting
facilitators who have been putting on Symposiums, to collect any data on potential
facilitators that they have in their possession.

Generally, you want to aim for having about 20-25 people in your training to make it
financially viable (see the Budget section, below). Experience shows that, to have
20-25 people registered, you need to have a PF List with at least 60-75 names on
it (or about three times your goal for registration)maybe less if the names are
from Symposiums that have occurred recently, within two-three months of the
training.

Another essential thing to have lined up is a team of at least three (and four is
better) people who are willing to do whatever it takes to make the training a

Page 4
successmaking follow-up phone calls after the invitation goes out, arranging
catering, doing production, etc.

Another important source of potentials facilitators: Early on, contact training
leaders or community group leaders in adjacent geographical areas and see if
they would be willing to share with you their own potentials list, so that you could
notify those people about your training. You may have to remind these persons
that they are not losing PFs in their area to your training, but instead gaining
active facilitators who will then generate Symposiums and more PFs for them to
use in a future training in their area!

When you talk with Ruel about scheduling a training, please be ready to tell him
how many names you have on your potential facilitator list (and what shape the list
is inwhether it includes phone numbers) and who is committed to be on your
team. These two things are essential for moving forward with a training plan.

II. Selecting a Format and Date; Setting Up Basic Roles

a) The format for your training
The preferred length for a Basic Training is all day on the first day (usually a
Saturday), 9:00 a.m. to about 9:00 p.m., and 9:00 to about 5:00 p.m. on the second
day (usually a Sunday). If you can start the Basic Training on Friday night to begin
to get to know one another, that is even better (the extra time makes the whole
training more spacious)but commute times for participants on a work day evening
may prevent this. If the Basic Training needs to be shorter than the times
suggested above, that is possibleplease discuss this with the training leader for
your training. The more time you have, the better.

In the Basic Training, lunch on Saturday and Sunday can be bag lunch with
people being encouraged to bring some extra things to share, and dinner Saturday
can be a potluck or inexpensive takeout (pizza, with a big salad made by the
production team is one easy possibility) from a local restaurant.

Page 5

If you are doing an extended training (3 days-plus), that format usually starts with
dinner on the first night and goes to 9:00 or 9:30 p.m., followed by two full days
(9:00 a.m. to 9:00 p.m. or so)--the third and final day is 9:00 a.m. to 4:00 p.m.

And the training can be residential, if your community group can find a venue that is
inexpensive enough. Residential trainings generally allow a closer community
bonding. But see the section on budget, below, so you are aware how this affects
the budget.

b) Selecting a date & finding a leaders team
Talk to your team about possible local datesdo some research to check on things
like Jewish holidays, school holidays, major competing events in the area (like
Bioneers, etc.).

Once you select several dates, if you have specific training leaders in mind, contact
them to see if they are available. Then e-mail Ruel Walker (ruel@pachamama.org)
with those dates and telling him who is available to lead the training. He will then
confirm that you can move forward on those dates and with those training leaders.

c) Important roles for your support team.
Early on, the Support Team should identify specifically who will take responsibility
for the following (not necessarily do all the work themselves, but see that it is
done):
1) Research possible places to have the training, make reservations with
the site, and communications with the site;
2) Someone responsible for getting PF Lists in a shape that you can use
themincluding phone numbers, if at all possible. This may include calling all
active facilitators locally and perhaps in adjacent states to see if they have any
people who want to be trained as facilitators (from Pathways to Participation Cards

Page 6
from their Symposiums) but the data has not been transferred to any responsible
person, to make sure these people are contacted about this Training.
3) Someone responsible for a team of people who will send out the
invitation e-mail to all people on the PF Lists as early as possible and making
personal follow-up calls to all potential facilitators. These personal follow-up
calls make an enormous difference in the rate of registration of your potentialsa
simple e-mail will not get many people to register.
3) Production, logistics, and preparation for the training, including having a
team to be responsible for printing and assembling the Training Notebook and the
Presenters Manual ahead of time.
4) Someone who is willing to answer inquiries from prospective participants,
and have their e-mail address and/or phone number posted in the online
registration page for this purpose.
These roles are discussed below.

By the way, the Support Team can include people who will be in the Training as
participantssometimes this is essential, if the Training is in a new area.
III. Selecting the Venue
Here are some guidelines for choosing a venue:
! Easy for participants to reachnot too long a drive (and public
transportation available, if possible), more or less central for the persons
you expect to attend.
! Price in the range that your budget can afford
! Avoid the extremes of /shabby or luxurious
! If possible, natural beauty should be easily available or visible, including a
meeting room that is not sterile and hopefully has some natural light and
view of nature.
! Make sure the administration and staff are basically supportive and flexible.
! We strongly recommend that someone visit the site in person and check it,
to see if it has the right vibes.

Page 7

Find out about the deposit and cancellation policies to make sure they are
reasonable, and that your group can handle the requirements.

Appendix A to this document is a Venue Information Sheet that gives you
some suggestions of things to ask about and be clear about before signing a
contract.

Possibilities: schools, universities, community meeting rooms in condo
developments, synagogues, retreat centers. Churches are a problem for weekend
trainings, because they are often fully used on Sunday morning. But this can be
worked around, with creativity.

Note on Insurance: Some venues (but not all) require a certificate of insurance
from the insurance carrier for the host of the event that specifies, in contract form,
that if anyone using the venue is injured, they are covered by some insurance other
than the insurance carried by the venuethis greatly lowers the cost of purchasing
insurance for the venue. If the venue you are using requires this certificate of
insurance, they will let you know. If you need to provide it, you will need to see if
someone on the hosting team can get one from the provider for their homeowners
insurance. This is an uncharted area, and we will all have to figure it out as we go
the Pachamama Alliance can no longer provide insurance for all trainings. If we are
underwriting a training financially, it might still be possible.

Once you have a date set, you may want to start filling in and using a timeline for all
of the actions that you want to complete for this training. A Draft Timeline is
attached as Appendix B. The suggested timings of actions, and the actions listed,
should be modified to suit the needs of your training.




Page 8
IV. Budget for the Training

The Support Team leader should prepare a budget for the training and have it
approved by the lead training leader before any publicity or information about
the cost of the training is sent out.

A sample budget is attached as Appendix C (note: this is only a sampleyou
should set your tuition and approve your expenses so that your unique
budget balances).

Computing your income in relation to scholarships can be tricky. We strongly
recommend that you compute the income side of your budget by determining a
reliable minimum number of participants and multiplying that number by the tuition
you will be charging (ignoring scholarships at this point). You are free to set your
tuition at whatever level will be most successful for your training. In the
United States, a suggested tuition for the Basic Training is $150 (the two-day
format) plus any extra charge for meals, and the tuition for the extended training (3-
1/2 days) is $250 plus any extra charge for meals. Experience has shown that this
is an affordable tuition for the majority of potential facilitators, and that it also will
allow payments of scholarships to about 1/3 of the participants (see the sample
budget to see how this works out).

Note: It is tempting to want to set the tuition as low as possible, so that no one is
excluded for financial reasons. But a more financially sustainable model is to set
tuition at a mid-level range of affordability, and then offer scholarships to those for
whom that level of tuition is not affordablesee discussion below on scholarships.
And, just like for a Symposium, you probably should set tuition at a level that will
allow a significant cushion for unexpected expenses, or allows your community
group to accumulate a surplus that will support a possible loss on a subsequent
training.


Page 9
Pachamama provides the training design & content, material content, and the time
of Pachamama online support and staff support. Following are the additional
training expenses that need to be covered out of the trainings budget:
Meeting room charge, if any
AV equipment rental, if any
Materials costs (mostly Manuals, DVDs & Training Notebooksallow about
$50 per person for these materials)
Miscellaneous supplies for training such as tissues, paper, pens, flip charts,
tape, etc. (see Materials List in Appendix D):
Expenses for two training leaders:
o Travel costs (if they are coming from a distance)
o Room & board (if any)
o Car rental or in-country transportation if necessary
o Ability to offer an honorarium for training leaders, if you choose to
offer that to them (see Notes on Honorarium, below).
Generally, the room and board of any necessary production team members
Snacks (not lavish), including coffee, tea & beveragesallow about $2 per
person per day for snacks.
Any meals that you plan to include as part of the training
If you plan to use Eventbrite/Paypal for people to register, about 7-1/2% of
any money that comes in by this meansthe processing fees they charge.
Scholarships, as needed. Normally these should not surpass 20-25% of the
full revenue amount of the training (the amount that would be received in
theory if all projected participants paid full tuition).
Once youve looked at all this you can see how financially viable the training is, at
what numbers of registrants. In general, most trainings get on solid financial
ground when they have 20-25 participantsless if you have lower expenses than
described above.


Page 10
Note: The person planning the training should consult with the training
leader about the budget to make sure it is financially viable, and get their
approval of the budget, before any publicity is released about the tuition or
other costs of the training.

Although many community groups prefer residential trainings, keep in mind that
they involve significantly greater financial risk, because most overnight facilities
require guaranteed minimums, non-refundable deposits, and a financial deadline
when the full amount becomes payable, even if the event were cancelled (and this
deadline can often be 30 days in advancebefore many participants have made
up their minds to register!).

In contrast, non-residential trainings usually involve a much smaller financial risk,
since they can be held in schools, universities, synagogues, churches, private
homes, etc.

Generally speaking, your community group must be able to take financial
responsibility for the training, whether it has a surplus or a loss. As the number of
trainings has grown, and as the management of their details (tuition, scholarships,
costs, etc.) has shifted to local community groups, Pachamama can no longer
assume the risk of a training losing money, except in special circumstances (see
below).

Your groups financial risk can usually be managed wellvery few trainings have
ever incurred a significant financial loss. The main keys to lowering financial risk
(and making the experience more pleasant!) are the following:
a) have a list of potential facilitators (with phone numbers) that is at
least three times the number of people you need to break evenand the more
recently they attended their Symposium, the better,
b) send out the invitation to the training at least 6-8 weeks in advance
(and four weeks is a minimum),

Page 11
c) make personal follow-up calls to everyone within one week of the
invitation going out, and
d) charge a level of tuition that makes your budget balance and that is
high enough to create a scholarship pool of about 1/3 of the full revenue
amount,then allocate only the scholarships you can afford.

Pachamama is still willing to agree, ahead of time, to accept financial responsibility
for a training if there is a special situationa training in a new area or a new
country, or one in a community with special financial needs. If you would like to
have Pachamama accept any degree of financial responsibility for the
training, please discuss this possibility with Ruel Walker before you set your
tuition amount or release any publicity about the cost structure of the
training.

In order to provide this support for trainings in new areas or countries with financial
needs, Pachamama will keep an account in its training program budget for that
specific purpose. Should your training generate a net financial gain, Pachamama
invites you, as an expression of your support of the larger scope of our shared
mission, to donate 1/3 to 1/2 of the profit to support bringing trainings to less
developed countries or communities around the world with very low financial
resources, by contributing to this training support account.

One way your community group might gain some financial flexibility is to collect
some funds from local Symposiums ($4 per participant, or something small like
that) and start a fund that could supply a cushion for a possible loss on a future
training.

* Notes on the honorarium:
Pachamama suggests that the budget should include the ability to offer the lead
training leader (not those still apprenticing as leaders) an honorarium. In the U.S.,
this honorarium is usually about $300 for a two-day Basic Training and about $450
for a 3-1/2 day format. You are free to set whatever honorarium amount you
feel is appropriate. The training leader may decide that he/she does not need

Page 12
it, but the offer should be made. And, if you do not want to include this in your
budget, you are free to recruit training leaders who do not require itbut you
should be clear about this at the time when you invite the training leaders to
participate.

Note that when training leaders are Pachamama staff, the honorarium should go to
Pachamama (it doesnt go to the staff member) to partially defray the staff salary
paid to this person during their participation in the training.

Some people believe that no one should receive any honorarium for a training, and
others believe that other roles in the training should also receive honoraria. Other
people believe that the honorarium should be large enough to make leading
trainings financially sustainable, as part of ones professional work. Your
community group is free to experiment with these possibilities. One thing to
consider is that the lead training leader is often coming from outside the
community, and that they often need to lead a significant number of trainings a
year, in various locationsso the sacrifice being made often is on a different scale.
Another thing to consider in finding this balance is that introducing significant
compensation into a larger number of roles will raise the cost of trainings
considerably. Finally, experience so far indicates that offering compensation to
team members other than the lead training leader can generate discord among the
teamsetting the levels of compensation and drawing lines becomes difficult.

On financial liability for cancelled trainings, especially regarding air tickets:
Because your local community group will usually be financially responsible for the
training, this includes financial responsibility for any cancellation costs. This creates
some questions regarding air tickets. Any training leader coming to the training
on air tickets should not purchase their tickets until the host of the training
has authorized this purchase. Then, if the training has to be cancelled, the
training budget is responsible for any cancellation fees for the ticket (this is a good
reason not to use a ticket broker [like Travelocity.com] if the same price ticket can
be purchased directly from the airlineusing the ticket broker greatly increases the
cancellation charges). If any credit from the ticket is usable for a future airplane
ticket on the same airline, the training leader will make their best effort to use the
credit within a year (or whatever the time deadline is for the ticket). The best way to

Page 13
do this, of course, is to simply re-schedule the training, with the same training
leader, at a later date. But, if the credit cannot be used within the applicable time,
the community group will be liable for the unused balance, as well as the
cancellation charges.
V. Registration

There are two levels of getting your training publicized on the Pachamama website.
The first level is just listing the bare details of your training and listing a contact
person for further information and/or registration by check. The second level is
where the listing also provides a hyper-link to online registration and payment.

a) Getting your training listed on the Pachamama Website

In order to get the simplest listing of your training on the awakeningthedreamer.org
website, you need to send an e-mail to (trainings@pachamama.org) and
specify the following minimum information:
a) dates,
b) location (minimum: city and stateand if it is not a well-known location, nearest
large city), and
c) name, phone number and/or e-mail of the person for potential registrants to
contact for more information and/or to register.

With this minimal information, the Pachamama staff can post a training on the
Awakening the Dreamer website that simply lists this bare-bones information and
says, For further information or to register, please contact ____________. That
will allow you to start collecting interested persons and publicizing the training.

b) Allowing participants to register and pay for the training

Page 14
But, if you want potential participants to have full information and complete their
registration online, you need to have the above information PLUS the following
additional information:
a) the name and address of the venue, and a website or google maps link
for directions/map;
b) the full cost of the tuition and materials component;
c) the full cost of the room & board component (we separate these items
from tuition costs so that participants understand what they are paying for); and
d) instructions on how to complete registration (and if you are using an
online registration system, you need that to be completely set up so that the
Pachamama staff can install the registration link on the Pachamama trainings
page);
e) the name and mailing address of someone to send registration checks to,
if participants are unable to register online for any reason.

You also can provide for registrations just the old-fashioned wayhave them mail a
check to someone on your team. Or you can set up online registration, using one of
several web sites. The one we have previously used (although you can use others)
is eventbrite.com in combination with paypal.com. There are instructions for
creating a Paypal and Eventbrite account on the Symposium Wiki under Training
Guide. Also on the Wiki is a template of essential information about your
training that you should include in your Eventbrite listing. Another online
registration web site that some trainings have used
is <http://www.regonline.com/>. On the Facilitators Network is a group called
Eventbrite-Paypal Registration Support Group, made up of people who are willing
to coach you in using Paypal, Eventbrite, and other online tools related to
registration for trainings. You can contact them for assistance.

Note on handling checks & money: Your community group will be handling the
finances for your training, which means that you need to think about the
organization or person who is able to cash the checks or handle the cash. This
raises the same issues as the income from a Symposium, but on a larger scale
total income from a training can easily reach several thousand dollars. Your group
will have to be creative about this. Often there is a small non-profit that is

Page 15
associated with someone in your local community group who will handle the money
through its normal channelsthat is probably the simplest way.

In our culture, it is probably best to assume that potential participants are not
definite about attending the training until they have put money on the lineso we
recommend getting people to make payment as soon as they are committed, and
not counting on them until they have made payment.

If someone is considering the training, they can download the Reading Materials on
the opening web page for Facilitator Training at www.awakeningthedreamer.org
(go to the Get Involved menu and scroll down to Facilitator Trainings). This
gives them a good feeling for what the Training is like.

Whatever system you use, it should provide for the new registrants to receive an e-
mail confirming their registration and giving them access to download
1) the Background Information Sheet that, once they have filled it in and
returned it to the training host, gives the training leaders some idea of who the
participants are (and also gives participants the opportunity for some valuable self-
reflection),
2) the Preparation Assignment, and
3) the Reading Materials.
The URL for the web page where these materials are located is
________________. If you set up registration on Eventbrite, it allows you to create
a letter that automatically goes out to registrants

As for scholarships, the scholarship application is on the training materials web
page. Your online listing should include the person from whom they should request
the scholarship form. The scholarship applications should be returned to the
training host, along with the Background Information Statement. The training host
(or whoever your community group chooses) makes scholarship decisions.
Generally speaking, it is not unusual for about 20-25% of the full revenue amount

Page 16
(total number of participants times full tuition amount) to be paid out in
scholarships. But your area may have special financial considerations.

You may have to respond to participants who have the expectation that the training
should not cost them anythingthis comes up occasionally, if some people have
the belief that any non-profit should not charge for anything. As a general
principle, we recommend that everyone should contribute something to be in
the training (the scholarship application suggests a sliding scale that has
seemed to work so far).

Important: The participants should also be called within a week of their
registration, to make sure that they have successfully downloaded the Preparation
Assignment and Reading Material. This call also lets them know who to call if they
have any questions before the Training. The Support Team might choose to
repeat this check-in call once or twice before the training (definitely about
ten days before the training), so that participants feel fully supported and
engaged. This call might also inquire whether that person has transportation to the
training taken care of, or needs to be connected with other participants so that
transportation can be shared.

At the time of registrations, invariably some requested exceptions come up, things
like Ill have to miss the first two hours, but I can arrive by mid-morning on the first
dayis that OK? Generally speaking, it is OK to miss some of the Training if that
is essential, but not to the point where they will be part-time participants or will drain
energy from the rest of the group. And they will need to take responsibility for
catching up on what they missed by talking with other participants. If you have
any doubts, call the training leader to discuss whether you should say it is OK. Too
many comings and goings can drain energy from the training and create a
container for the training that does not feel safe.

When you talk to participants, be sensitive to indications that the person may have
emotional needs of a kind or scope that cannot be met by the training, and speak to
the training leader if you have any concerns about this. This is also a reason for
sending the Background Information Statements to the training leaders and have

Page 17
them review them as they come in, so that any BIS that raises a red flag can be
responded to early, rather than just a day before the training.

Someone on the Support Team needs to have specific responsibility for the
Training List (the list of participants) to be clear on the following details:
! Who is registered: name and contact information
! Are there any people who are indefinite for any reason, and what needs to
be done to clear that up.
! Are there any late arrivals or early departures, and have the leaders been
informed of these ahead of time?
! Is everyone paid in full and, if not, what have they been told about
paymentand this person should be ready to collect payment in full at the
beginning of the Training, from anyone not paid in full yet.
! Who do we not have a Background Information Sheet from? (It will need to
be completed when they check in, before they enter the training room).

VI. Production of the Training
The Support Team leader needs to enroll at least one person to be the head of
the production team for the training. That person is not a participant (although
often the production person gets so excited about the work that they join the next
training!). Their job is to provide all the logistical and production support for the
training, and their room and board is covered as part of the budget of the training.
This person begins their work prior to the training by organizing the materials
needed. It is best if this person not be one of the participantsbut if there is no
alternative, that is acceptable. If there are more than 15 people in the training, you
might consider having two people on the production team (and definitely when you
reach about 20 people). If you get above 30, you might consider a third person,
though the leadership team may be willing to be extras when another production
person is needed, too.


Page 18
A Materials List for the Basic Training is attached as Appendix D. If the
Production person is inexperienced, someone on the Support Team should work
with them, beginning about two-three weeks in advance, to go over this list and
make sure every element is taken care of (or that anything that will not be provided
is cleared with the training leaders). It works to add the initials of the person
responsible for each item, and to arrange the details of how to transport everything
to the training location. The Support Team person responsible for the production
materials should also talk with one of the training leaders ahead of time, to
identify ahead of time what will actually be needed for this particular
trainingthis Materials List is a everything we could possibly want list!

Also the production person needs to keep in mind, if the venue still needs partial
payment:
! Is anything needed for payment of the venue? Check? Credit card? What
is the amount owing to the venue? Whom do I need to collect payment
from right at the beginning?

ORDERING DVDs & BRACELETS: Please order the number of Symposium DVDs
and bracelets that you need for the training in plenty of time to have them shipped
to you from the ATD Online Store (through the ATD Wiki). The DVD cost is $20 per
two-DVD set plus shipping costs (and they can also be purchased in bundles of 10
for $150). This is very close to TPAs fixed costs of making the DVD copies.
Shipping to locations inside the U.S. and Canada can usually be completed within
one week of placing your orderbut allow more time if you want the least
expensive methods of shipping.

If you are hosting a training outside the U.S., the cost of sending the DVDs
outside the U.S. is usually quite highand thus we recommend that you
download the DVD files (or buy one DVD and have it shipped to you for
copying) and produce copies of it in the host countryallow plenty of time
for this.

It is also perfectly OK to buy one or a few DVDs and have them copied locallythe
labels used for the DVD are also available on the Wiki, so that they can be added.

Page 19

And you can also conduct a survey of your participants and see which of them
would prefer to use either Keynote (on a Mac laptop) or Powerpoint (on a PC
laptop) to present the Symposium. If they do prefer to use one of these rather than
the DVD, tell them to bring their laptop to the training. Then, you can order just one
DVD with the Symposium files for either of these programs, and have it available at
the training for those participants to download into their laptop. This will save you
the cost of a normal DVD for that participant. Note: the participants have to have
the operating software for these two programs already loaded onto their
computersthe DVDs purchased from the ATD store will simply have the
files that are used by the software.

PRINTING: At least ten days before the Training, the Production Team should
download the PDF for the Symposium Presenters Manual from the ATD Wiki
and have them printed (since it is to be printed in color, research the least
expensive printing service well in advancein the U.S., it is usually possible to find
places that will print color at about 30-35 cents per page, for a larger order).
Printing Instructions for the Presenters Manual are on the Symposium Wiki,
in the Guide section for Trainings. It is highly recommended that you
send the printers a PDF file (and check it carefully before you send it out, to
make sure it looks exactly like what you want!) rather than an MS Word file,
since sending files in MS Work makes them subject to changes you did not intend.
It is also recommended that you have the printer make one copy and then
you go by and check it and approve it, before all other copies are printed.

The Training Notebook also needs to be printed, which is a different document
(please get the names of these two documents straightit is easy to cause
confusion when you call one by the name of the other!), and is put into a 3-ring
binder that will eventually have the Presenters Manual added to it (try to get eco-
sensitive binders, at the least recycled plastic).

Best practice: The Production Team should assemble the Training Notebook and
Symposium Presenters Manual before the training, if at all possible. People often
register or cancel at the last minute, so delay the actual printing as late as
you conveniently can so that you do not have too few or too many, to allow

Page 20
assembly before the Trainingand print a few extras of both the Symposium
Manual and the Training Notebook.

NOTE: the pages that make up the Presenters Manual should not be inserted into
the binder that holds the Training Notebook, but should be reserved for being
passed out by themselves on the afternoon of the first day of the Trainingthe
participants have a short ceremony in which they receive these pages and then
insert them into the binder themselves, next to the Training Notebook, which they
received in the early part of the Training.

The person who manages Eventbrite (or whatever registation system you use) can
set up registrations so that they are closed a few days in advance. But it is usually
a good idea to set up registrations so that someone who REALLY wants to be part
of it can call the Support Team and perhaps convince you to let them in. Some
wonderful people have joined Trainings this way, so we like to provide some outlet
for passion and commitment!

Attached as Appendix E is a document entitled Checklist for Facilitator
Training. Please feel free to adapt it to the needs of your particular Training, after
talking with the training leadernot everything will apply to your training. This is
designed to cover what you need to make sure is handled in the time period. This
checklist will provide some details not included in the text of this section, so please
read it now, as well.

You should send out some version of the What to Bring e-mail (attached as
Appendix F) about six or seven days before the Training, to remind participants
about the training and about the Preparation Assignments, to give them directions,
etc. Please confirm the accuracy and completeness of what you send out
with the training leader beforehandnote that one or more items in the letter
depend upon decisions made by the training leader.

Important: Remember to make personal phone calls to the participants at least
four days before the Training to check in with something like, Im just calling to see

Page 21
how youre doing and if you have any final questions about the Training. Even
leaving a voicemail messages with a number to call back if theyd like to talk makes
a huge difference in terms of the personal connection that participants feeland
they are also essential to confirm participation and identify any last-minute
problems. Please check on these calls to see if there are any registrants who have
not yet taken the Symposium, and let the training leaders know about this.
Suggestions and guidelines for the personal calls to the participants are
attached as Appendix G.

ImportantPlanning for Mentors and Symposium Run-Through: Experience
shows that a newly minted Facilitator often fails to fully engage, even though
he/she is very committed, if they do not have any personal support, but are just
kind of left to figure it out on their own and be self-motivating. So it is essential
that your Training Support Team and/or Community Group set up an effective
post-training support networksome combination of assigned mentors,
designated resource persons, and a formal Symposium run-through for new
facilitators, where they present the Symposium to an audience consisting of other
new facilitators and receive helpful hints on how to do a Symposium from an
experienced Facilitator(s).

Before the Training, enroll a sufficient number of mentors for the local trainees
(most mentors are willing to take two or more trainees). The mentor agrees to be
responsible for four thingsit is not a huge role:
1) encourage the trainee to complete their living room Symposium within 4-
5 weeks, maybe with both trainees for that mentor doing one togetherand the
mentor should attend it, if at all possible;
2) facilitate the trainee becoming active in the local community groupinvite
them to go with you to a meeting, etc.; and
3) answer any questions and help them with problems.
4) if the mentor is putting on a Symposium, invite their trainees to be part of the
team, to learn production and presentation skills;


Page 22
It is best to have the actual names of the mentors at the training, so that you can
tell the trainees who their mentors are at the training (the production team and
leaders may be some of them). Even better if the mentors could actually come to
the last hour or two of the training, to meet with their trainees.
If you cannot have the actual mentors identified, then one person at the
training should agree to be the person who will follow-through and connect all
trainees with a mentor, so that the trainees know who to contact about this for
completion.
Out-of-the-area trainees will need to be connected with the closest
community group leader, and the training leaders need to call the responsible
community group leaders to see that community group leaders agree, and that this
connection is completed. It is best to set this up ahead of timeand have a
specific person who agrees to be accountable for it.
If any community group cannot provide mentors, then please set up
something similarmaybe 2-3 people who agree to be community resources for
the new trainees. And do whatever you can to see that this relationship functions as
closely to the mentor ideal as possible.
Best Practice: The ideal is that you also offer the trainees a half-day (or
maybe 2/3 of a day) Symposium run-through within 3-5 weeks of the training
(where they put on the Symposium for themselves). Please set this up in advance
also, so that you can tell trainees about this option and give them a date. Local
community group members often enjoy putting on these run-throughs a great
dealand they provide new team members to be part of Symposium production!
If your training is in a new area or new country where there are no current
Facilitators, then the mentors will have to be long-distance, or the additional training
will come through the run-through alone. Please discuss this with the training
leader in advance.
VII. At The Training

If any money is due to the training venue on the first day of the event, please
make sure you are prepared to pay this as they require.


Page 23
On the day that the training starts, the Leadership Team (the Trainers and the key
members of the Support Team) will want to meet at the venue at least two-three
hours before dinner, to go over details, and connect with the production manager.
Inquire whether someone from the venue wishes speak to address the group at
dinner or at the first meeting to orient the group to the site and maybe tell the
history of the place.

The Production Team may need to collate and assemble the Training Notebooks
and Symposium Manuals at the site, though its best to do it ahead of time (as
mentioned above). Be sure to allow enough time for the assembly. For Basic
Trainings, the Training Notebooks are needed within an hour or so of the start of
the first day (or if there is a first night gathering, maybe thencheck with training
leaders), and the pages that constitute the Presenters Manuals are distributed after
lunch (and then inserted into the binder by the participants).

Have someone be a host to greet the participants as they arrive at the site,
to tell them when we will be meeting, what to bring to the first meeting, etc. It is best
not to count on the Production Manager for this role, since there are usually
production details to be worked out that will keep him/her from giving complete and
spacious attention to this hosting role.

Important: Have a list of the participants and all their relevant contact information
printed out, and distribute it to the participants early in the training so they can
correct and add information. Then correct/update it and print it out so that you can
give the final updated participant list to all participants at the end of the Training.
At the very least, give them a hard copy of the hand-corrected participant list on the
last day of their training, with a corrected digital copy to follow. Please follow the
template given on the Wiki in the Follow Up section under Trainers for the
participant list template that is sent to the Pachamama Office.

Also, have someone on the Production Team keep track of promises made, like
Well send you that document to you right after the training . . . .


Page 24
Important: Agree on who has responsibility to complete all the After the Training
steps (see below).
VIII. After the Training

There are a number of things to complete after the Training:

1) Send out to the participants in digital form:
a) the final corrected training participant list
b) the Feedback Form, unless everyone was able to complete one at the
Training, and
c) any group photos that were taken.
2) Send the final training participant list to trainings@pachamama.org so
that the Pachamama staff can add it to the online list of all facilitators. Important:
Please use the template for this roster that is on the Symposium Wiki in the Follow
Up sectionotherwise, the data is not usable for where it is needed.
3) Confirm to ____________ that Pachamama has been reimbursed for all
sums necessary (e.g., travel costs of training leaders).
4) Complete all steps necessary for mentor assignment and notify all
mentors and mentees of their assignments.
5) Follow through on scheduling a Symposium Run-Through, if that was
offered.
6) The Leadership Team files at least one Training Completion Report
(available at ________________).
7) Confirm that all persons needing reimbursement (production team,
training leaders) have been reimbursed, and complete any final budget report for
your community group.
8) Check with the person who kept a list of all promises made to see that
they were fulfilled.


Page 25




Page 26
APPENDIX A

Awakening the Dreamer, Changing the Dream Symposium
Facilitator Training Venue Information

Name:
Mailing Address:
Phone:
Fax:
Primary Contact person:
Web site URL:

Drive from major city (and compass direction):
Public transportation available? What?______________________

Facilities
Meeting room: Maximum seating ______
Breakout rooms or spaces available?_____
What kind of chairs provided?
Facility shared with other groups that weekend?
If so, probable number of people in other groups?
AV equipment: _______ supplied (what?) _______ available for rent (price?)
How accessible is a natural environment (e.g., hikes)?
Any possible outside meeting areas?
Is it possible for participants to commute to the location?

Page 27

Meals
If meals are available, what is the cost?
____ Vegetarian available?____ Vegan available? _____

Financial Arrangements
Does the venue have a written contract for reservations?
What deposit required to hold the reservation?
When is it due?
What are the conditions under which it is, or is not, refundable?
When is the balance due, and in what installments?
Is there a date when the sponsor (meaning us!) becomes liable for a guaranteed
number of participants? Can the number still be adjusted upwards beyond that
date? If so, how long can it be updated?
Is the date for financial guaranteed minimum numbers an acceptable risk for us as
hosts of the event?




Page 28
APPENDIX B

LOCATION OF TRAINING: _________________________
Dates: _______________________

Note: This checklist is not complete, and not all items shown are essentialit
is intended as a checklist or reminder list. You can adjust it to the needs of
your particular training.

For details about any of the checklist items listed below, see Training
Support Team Guidelines, available on the Symposium Wiki.

INITIAL ARRANGEMENTS (prior to any enrollments):
" Assemble Support Team for Training
" Assemble potential facilitators list with contact info (people from prior
Symposiums in area who said they wanted to be trained to present)
" Decide on dates
" Secure venue
" Engage the team of training leaders
" Create draft balanced budget for the training & have approved by PTL
" If you are requesting financial support from Pachamama, contact
ruel@pachamama.org prior to budget finalization or publicity
" Send information to trainings@pachamama.org to be posted on ATD
website

Logistics Before Basic Training Weekend

Page 29
" Once someone has completed registration, they should receive a personal
follow-up call within a week, to make sure they successfully downloaded the
Prep Assignment and Reading Materials, and that they understand that.
" Order supplies needed for Manuals (binders) 14-21 days in advance
" Materials List received by production person & responsibilities agreed on-
14 days in advance
" Order Symposium DVDs to be mailed to training location (14 days in
advance for trainings in the U.S. and Canada)(For trainings outside the
U.S., arrange download and/or local copying)
" PDFs for Manual and Notebook printing received and delivered to printers-
7 days in advance
" What to Bring e-mail sent out - 5-7 days in advance
" Agree on time for team meeting on first afternoon of event
" Final Manual printed, collated, delivery to venue arranged flexible
according to needs.
" Materials (from the Materials List) for weekend compiled and delivery
arrangements confirmed- 2 days before
" Nametags Printed (include nametags for facilitators & guests) - 2 days
before
" Print Participant list - 1 day before
" For Leadership Team: 1) Identify mentors needed and contact to get their
agreement, 2) Invite mentors to attend the relevant part of Sunday morning,
and 3) arrange for someone to lead a run-through of the Symposium about
3-5 weeks after the training.

Post-Training
" Send out to the participants in digital form:
a) the final corrected training participant list,
b) the Feedback Form, unless everyone was able to complete one, and

Page 30
c) any group photos that were taken.
" Send the final training participant list to trainings@pachamama.org so that
she can add it to the online list of all facilitators.
" Confirm to the Pachamama accounting office that Pachamama has been
reimbursed for all sums necessary (e.g., travel costs of training leaders).
" Complete all steps necessary for mentor assignment and notify all mentors
and mentees of their assignments.
" Follow through on scheduling a Symposium Run-through, if that was
offered.
" Leadership Team files at least one Training Completion Report.
" Confirm that all persons needing reimbursement (production team, training
leaders) have been reimbursed, and complete any final budget report for
your community group.
" Check with the person who kept a list of all promises made to see that
they were fulfilled.
! Check who will handle remaining materials after the training (where will they be
returned?)
! Keep leftover training materials in a place known to the local training host.


Page 31
APPENDIX C

Sample Budget For Basic Facilitator Training (Not Residential)
(These figures are just for examplesinsert your own figures and adjust
them to make your particular budget balance)

INCOME: 25 participants with tuition @ $150 each
1
+
$3750

EXPENSES:
1) Training Leaders Travel:
a) One airfare @ $400 each $400+
b) Misc. expenses $100
d) Car rental
e) meals during training $50
TOTAL $550 $550+

2) Meeting room charge, if any $----
5) AV rental, if any $----
6) Materials costs
$50 per person X 25 persons $1250
7) Miscellaneous supplies for training $75
8) Snacks $75
9) Processing fees for Eventbrite/Paypal @ 7-1/2% $245

1
It is highly recommended that you compute the income side of your

Page 32
10) Scholarships $700-$800
11) Honorarium(s) for training leader(s)
2
$600
TOTAL EXPENSES $3600+
NET PROFIT
$150+/-

Note: any registrants above 25 will add almost entirely to the income
side of the budget, since most other costs are fixed and covered.





2
Honorariums will vary with different locations and training leadersto be
negotiated.


Page 33
APPENDIX D

Facilitator Training Materials List
! Indicate the number needed, where necessary
! Not all materials on this list are essentialit is an optimum list, and
can be modified by agreement with the Training Leaders.

Printed Materials & Materials to be Handed Out, to be provided by ATD:

! Symposium Materials: One copy of Symposium Background References
! Other printed Materials (as applicable):
o Symposium Presenters Manual contents
o Training Notebook contents
o Binders for combined Manuals and Notebook (combined into one
binder for each participant)
o Inserts for covers of Binders
o Bracelets for all participants
! Binder of a hard copy of all filled-in Background Information Sheets
! Hard copies of blank Background Information Sheets for those who havent
filled out
! Binder of all the written materials sent to trainees (especially Prep
Assignment)
! 3-hole punched & lined paper for Notebooks, about 10pp/participant
! Feedback Forms for Training, hard copies
! Copies of Symposium DVDs to hand out to participants


Page 34
Supplies:
o 2 Flip Charts & flip chart stands
o Re-usable Name Tags with pre-printed inserts (including for leaders &
prod.)
o One roll Scotch tape
o One Stapler
o One Three-hole punch
o 4-5 Non-smelly markers for flip charts, including colors
o Extra pens and paper for participants (plenty of it)
o 2 boxes Tissues
o 2-3 Highlighters
o Blank white paper (about 2-3 pp/participant)
o Masking tape to post things
o Snacks (as decided by production person)
Matches
Additional equipment and supplies:
o DVD player (or computer), projector & screen (or television and
connected DVD player or computer)
o Timer with seconds display (should be a SILENT timer)
o Extension cords as needed
o AV Connection cords as needed
o Sound system for music (as needed) (incl speakers?), and CDs or iPod
of good break/ dance music
o Digital camera for photos of participants for web site (if you use these on
a local level)
o Table cloths for back of room tables (if possible, colorful or ethnic)

Page 35
o 2 extra table cloths for small table between facilitator and other
unexpected uses
o Two music stands (if possible, not flimsy chrome-plated metal folding
ones)
o Small table for between Trainer chairs
o Tibetan bells, bowl or some kind of chime for timing
o Table for altar
o Altar supplies: cloth, candle, palo santo or sage for smudging,flowers,
vase
OPTIONAL:
Colored pencils, colored markersenough for each participant to have 4-5 colors
(if you are planning any art exercises or processes)

Also
Confirm printer availability (from computer or flash drive) at site, for materials
modification
Check on availability of photo copier during the entire training
Confirm whether wi-fi or other internet connection is available at venue


Information & Lists Training Leaders Need to Have:
List of participants, noting any exceptions (late arrivals, early departures,
etc.)
Chart of persons coming & going (if needed because of complexity)
All materials in soft copy form, on computer or flash drive, for modification
Participant list in e-mail or on flash drive, for modification & printing at site


Page 36


APPENDIX E

Checklist for Facilitator TrainingRight Before the Event
This checklist covers the time period approximately ten days before the
event (or earlier) and the day of the event.

I. Communication with Participants
# Anyone who has not been to a Symposium? Make a note& tell leaders.
# All money paid or arranged? Ready to collect checks from those not paid?
# All Background Information Statements turned in or exceptions noted?
# What to Bring e-mail sent out about 5-7 days ahead.
# All special transportation needs for participants handled
# Know scheduled arrival time and exceptions, late arrivals, etc.
# Final personal call by their primary contact person (best if about five days
before the training, but even two days is very importantit gives an element
of personal contact that supports their experience)

II. Venue Communications
# Final payment to venue arrangements clear; check or charge available
# If needed, certificate of insurance provided?
# Arrival times agreed upon
# Arrange for orientation talk by venue rep at first meeting?

Page 37
# Who will be contact person during event?
# Where to go/who to call for medical emergencies.
# Is wi-fi or other internet access available at venue?
# Possible to make copies on-site? Possible to print from computer?
# Room setup reviewed with venue (including AV equipment)
# Is there a person who can/will train us on their AV equipment?

III. Trainer Team & Production Team Communication
# All communications about agenda and Flow completed
# All mentors called ahead of time, or a person has agreed to be responsible
for finding and communicating related to mentors or resource persons
# Someone to be responsible for Symposium run-through locally, within about
3-5 weeks of training.
# Agreement about who produces/brings final participant list
# First meeting time scheduled for trainers & production persons
# Hosts arranged (someone to greet participants while set-up is going on)
# Who brings all documents (including participant list) on a flash drive for
possible modification?
# Agreed on roles during Training? (See end of Flow Document)
# Train production person in how to keep time and ring bell

IV. Materials & Equipment

Page 38
# Materials List reviewed with Production Person to confirm who to bring and
note initials of that person by the item
# Computer printout capability available at venue? Communicate with
trainers.
# Normal copying available at venue? Communicate with trainers.
# Major materials arranged for (all others, consult Materials List):
o Nametags
o Training Notebooks & binders
o Presenter Manuals
o V-2 DVD or Keynote or Powerpoint available
o Projector, DVD player, remote control, backups checked
o Sound system checked
o Altar supplies (esp. flowers, bell, sage/palo santo, candle)
o Flip chart & pens
o Copy of Symposium purpose to post
o Clock, watch, or timer for time-keeping
o The Symposium DVDs to give to participants

2/20/10




Page 39
APPENDIX F

Sample What to Bring E-mail

(NOTE: confirm the text you use with the training leaders before sending it
out)

November 3, 2008
Dear Friend,

The Facilitator Training in Seattle, WA is coming up this next weekend and we are
looking forward to being with you there. Our time together will begin at 9:00 a.m.
(please be on time!) on Saturday, November 8 and will go until approximately 9:00
p.m. that evening; on Sunday the 9th, we will go from 9:00 a.m. to 4:00 p.m. The
training will take place at the Northwest Environmental Education Council located at
650 S. Orcas Street, Suite 220 in Seattle, Washington 98108. Click here for
directions to the Northwest Environmental Education Council.

[CHECK WITH THE TRAINING LEADER ABOUT WHETHER TO INCLUDE THIS
PARAGRAPH:]
In this training, connecting with and being known by the community of your fellow
trainees will be important. Please prepare a presentation (no longer than two
minutesand please time it beforehand) that will give them a sense of who you are
(!) This could be a talk, poem, essay, picture, collage, song, limerick, dance, rap
song, magic trick, or whatever expresses you best. One option is to read the letter
to yourself from the Preparation Assignment explaining why you are choosing to
do this training, and read that letter as your presentation (please limit this to two
minutes, as well). Play with this; have fun with it!

Following is a checklist of what to bring with you to the Training.

Page 40

Your preparation work, which includes:
Your letter to yourself, about why you are choosing to do this training, as
described in the Preparation Assignment.
Your current list of ten or so organizations in your community that are
doing work in environmental, social justice, or spiritual areas.
You do not need to bring a copy of the Symposium Manual because you will be
given a nicely-printed copy of the main part of the Manual during the Training.

For the altar and community activities:
A not-too-large object to represent yourself on the community altar.
Optional: a favorite poem and/or quotation that relates to a topic of the
Symposium that you might want to share or read during the weekend.

In addition:
As part of your Daily Practices if possible please bring your own cloth
napkin and coffee mug, so that we use as few disposables as possible.

And most importantly: bring yourself! Your Self!

If you have any questions, please call Peggi Jones at ____________

We look forward to being and working with you. See you soon!
The Facilitator Training Team


Page 41
P.S. If you find yourself struggling to get all the Preparation material finished in
time, dont stress. Do your very best, but dont drive yourself crazy trying to get it all
done.




APPENDIX G

Guidelines for Personal Calls to Facilitator Training Registrants

Once someone has registered for a Facilitator Training, it will really support their
personal experience to receive a personal follow-up call from some member of the
Support Team. And many of these people will be your partners in the community
group that you probably both share, so it is good to establish personal contact
early.

The Support Team leader will be responsible for being aware of who has registered
(with the Training Program Coordinator) and seeing that someone on the Support
Team calls them.

Before you start making any calls, you should download and be familiar with all of
the information in the following documents:

1) the information about the specific training for which they registered (go to
http://www.awakeningthedreamer.org/content/view/6/8/ and click on the link for the
specific training involved);
2) the Preparation Assignment for that training (get this from the person
coordinating your calls).

Page 42

The purposes of the call you are making is 1) to make some personal
contact with each registrant, so that they feel personal interest, 2) see if they have
any questions you can answer or direct them to where they can get an answer, 3)
create a sense of possibility, that we will work with them to make their intention
come about, and 4) give them someone to call if they have any questions.

What youll find is that about 2/3 of the people you call will not be home or
available, no matter what time of day you call. So it is fine to leave a voicemail
message identifying yourself, why you are calling, telling them about downloading
the Preparation Assignment and Reading Materials (some registrants may have
missed this) and asking them to call you back if they would like to.

After completing the call, please report back to the Support Team Leader
and tell them about completing your call. And please arrange for a similar call to
be made even to late registrants, in the last few days.

Suggested Talking Points:
Here are some suggested talking pointsand please leave most of this
information on the message if all you get is a voicemail. Please put these into
your own words--these are just general suggestions:

1) Introduce self, that you're a Facilitator of the Symposium.

2) Im calling to welcome you to the upcoming Facilitator Training at
_______(location), and to see if you have any questions.

3) Were you able to download the Preparation Assignment and Reading
Materials successfully? If you don't know the URL for those training documents,
here it is: http://www.awakeningthedreamer.org/atd/trainingmaterials.htm

The Pachamama Alliance is a nonprofit organization based in San Francisco. Its mission is to empower
indigenous people of the Amazon rainforest to preserve their lands and culture and, using insights gained from that
work, to educate and inspire individuals everywhere to bring forth a thriving, just and sustainable world.
Learn more at pachamama.org
Pachamama Alliance
Presidio Bldg #1009, 2nd Floor P.O. Box 29191 San Francisco, CA 94129 +1 415 561 4522
4) Any questions about the Preparation Assignment? (So caller needs to
have it available and have read it through it).

5) On the same page that you downloaded the Preparation Assignment and
the Reading Materials, there was a document called Background
Information Sheetdid you download that? Have you filled it in and sent it
to _______________ yet? If not, please do that before __________ (two
weeks before training, or ASAP). This gives the people leading the training
an idea of your particular interests and life experience, so they know you
better and can speak to your concerns and experience.

6) Please contact me if you have any questions--and give phone number
and/or e-mail address.