PREPARATION (before the day)

• (Preferably right after the previous event): Create an event on KM4Dev Ning with all details for the next gathering;
• Promote that event on the KM4Dev Ethiopia/Addis Facebook group and on whatever relevant networks and social media;
• Send it to all contacts shortly after the previous gathering, one week before the gathering and possibly with a final reminder on the day;
• Chase resource persons to prepare specific ‘sessions’ in the gathering at least 2-3 weeks before the event takes place;
• Provide guidance for their session inputs (e.g. comments on presentations, explanations about the process of a peer assist);
• If the gathering’s taking place at ILRI, inform ILRI security about the names of the (external) people expected to come to the ILRI campus;
• Book a room and mention it on the Google Calendar ‘Events at ILRI’;
• Organise booking of coffee/tea and biscuits;

ORGANISATION AND FACILITATION (on the day)

Organisation:

• Decide on the order of the sessions and whether the sessions need to be facilitated;
• Update and print out the sign indicating to participants where the gathering takes place;
• Print out and bring the brochure explaining what KM4Dev Ethiopia/Addis is all about;
• If applicable, bring about river of life sheets for participants to introduce themselves;
• Print out an attendance sheet and get it filled out by all participants;

Facilitation:

• Welcome everyone and introduce the agenda, the order of sessions etc;
• Make sure someone is there to document every session;
• During the meeting, get someone to take pictures;
• Give a brief recap at the end;
• Identify possible resource persons (and session topics) for the next gathering;
• Identify a good date for the next gathering;
• If time allows, proceed with a short assessment of what worked or didn’t in this gathering;

DOCUMENTATION AND DISSEMINATION (after the day)

• Add a resource to the KM4Dev Addis group with the title ‘Notes from the Xth get-together (dates) where you write all notes - Tag it properly and add pictures to liven it up, possibly putting pictures on a FlickR collection before. Link to Slideshare presentations and whatever other relevant resources;
• Create an event on KM4Dev Ning with all details for the next gathering (see PREPARATION above);
• Share the link to the minutes and the link to the new gathering on the Facebook group and other networks/social media applicable;
• Update the master list of contacts (XL spreadsheet and mailing list on Word) and list of participants who came to the gathering;
• Update the PPT presentation about the network with (1-slide) summary from this gathering and programme for the next gathering;