Iowa State University Extension

Extension to Communities

Facilitating For Results

Ready, Set, Begin: Meeting Setting and Equipment

The environment is crucial to a successful meeting. So are the equipment and supplies. Here are some pointers:

  1. A spacious, comfortable room with good lighting and acoustical surroundings is conducive to a good meeting. You will need to arrange the room in one of two ways: (1) theater style or (2) with tables to accommodate 5-8 people for discussion groups.

    If you are lucky enough to have blank wall space around the borders of the room that can accommodate newsprint, begin the meeting with the audience seated theater style. Shortly after beginning, participants will form small groups and sit in semi-circles around the periphery of the room.

    If, on the other hand, wall space for posting newsprint is not available, then you should arrange to have rectangular or large round tables spaced far enough apart to prevent conversational interference from nearby tables.

    Should you encounter a situation where the room leaves a lot to be desired but you have no options, go with what you've got. Suggestion: Always scope out the room beforehand and think through the layout and arrangements so you won't have any last-minute surprises.

  2. Proper equipment and supplies are critical! Don't cut corners on this. Listed below is what you will need to bring to the meet. Keep these supplies in a box so you don't have to search and scramble before each meeting!

    1. A box of golf pencils
    2. Masking tape
    3. Water-based blue and red magic markers that won't bleed through the paper. (Mr. Sketch Scented Instant Water Color markers work well.)
    4. 3 x 5 notecards
    5. Newsprint. This is very important -- don't skimp and use the "toilet tissue" variety that tears easily and acts like a blotter.
    6. A sturdy easel
    7. Self-adhesive "dots" such as Avery 3/4 Assorted Colors. Purchase an assorted color pack that features 300 dots in each of three colors -- preferrably blue, red, and yellow.
    8. A kitchen timer clock

On to the next section -- Your Introductory Remarks
Back to Facilitating For Results Content Outline

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last updated Thursday March 01 2001