Planning ahead

Planning the course

• Ideally the course should be advertised at least three months before its planned start date. Calls can be put up on the institution websites, and emails can be sent to the organizing contacts. At times, there may be a specific request from the specific ministry of health/university/research institution.

• The frequency of courses can be based on a waiting list of interested delegates.

• Ensure that invitations, visa support letters and any other supportive documents for travel/participation in the course are provided ahead of time to all the participants.

• Ensure that the training hall has sufficient space for all the delegates, with possibilities for an area where participants can break into small groups, if needed.

• If you are providing lunch, ensure that the caterers take into account any dietary restrictions.

• Ensure there is sufficient time during the breaks and lunch to be able to walk to where tea/coffee/lunch will be served, and that there is time for the delegates to relax and eat before heading back to the course hall.

• If delegates are coming from far away, it is a good idea to provide them with details of a hotel where they can stay not too far from the training venue. You should also provide hotel details for any external facilitators who may also be attending. If all delegates are staying at the same hotel, you could also arrange transport to and from the training venue. The training should ideally not take place in a hotel, unless that is the only space available.

Number of facilitators needed

• A minimum of two facilitators is recommended to deal with any logistical issues that may need to be resolved (e.g. ensuring lunch is on time, photocopying, etc.) whilst the other facilitator is presenting.

• All facilitators should have attended the course at least once, and possibly have had specific train-the-trainer’s training, and should have read this guide.

Preparing for virtual course

A synchronous virtual course is where both facilitators and participants join the online platform of choice (E.g. Zoom, WebEx, MS Team, etc.) at the same time. Preparation for a virtual course includes the following:

• Select an online platform all participants can easily access and log on to.

• Ask course participants ahead of the first training session to install and test the platform. Ideally, technical IT support should be provided for testing the online platform ahead of the training course. IT support should be continued during each session for any unexpected IT problems.

• The agenda of the course should be adopted and shared with the participants in advance of the training course.

• Compared with a face-to-face course, a virtual course should be designed for a shorter period of time to retain participants’ interest and encourage their engagement. In order to maintain the participants’ engagement, there are several techniques such as providing non-verbal and verbal feedback, polling, using chat tool, writing on white board, and organizing break-out sessions. In addition, facilitators should prepare assignments and send follow-up e-mails after each session.

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Audio-visual equipment

• At a minimum, you will need a laptop, projector, screen and flipcharts. It is a good idea to have a device for the facilitator to remotely control the presentation.

• Depending on the size of the room, and the facilitators' ability to project their voice, microphones might be needed. Additional cordless microphones may be kept on the table for when the participants speak.

• If supported with simultaneous translation, test the devices/earpieces before the course begins.

• Additional equipment, such as a printer and photocopier may be required.

Setting up the room

• Make sure there is a clock in the room that can easily be seen by the presenting facilitator.

• Seating arrangements can either be a U-shape around the projector screen, with a separate area where the groups can sit at tables for the exercises; or consider grouping tables of four for lecture and exercises, if space is inadequate; ensure the screen is readily visible to all the participants, and does not cause undue discomfort.

• If possible, put the participants’ names on place cards at each seat.

• It is a good idea to change the seating arrangements each day to allow participants to mix and interact with each other.

Preparing the delegates’ packs

• Printing out all the slides as handouts can be an option; this may be required in settings with possible power interruption to allow participants to follow the lecture; hand them to delegates on the first day.

• Remember that some of the PowerPoint presentations contain mini exercises that participants will do during the lecture. The subsequent slide might ruin the exercise so, if you are printing, remove the answer slide!

• A more environmental friendly option is to share electronic versions of the training materials. Slides can be emailed or posted on a Drop-box folder to delegates at the end of each day.

• You may want to provide note pads and pens for the participants.

On the day

Final equipment check

• Before the arrival of all the participants, make sure the room is set up as detailed above.

• Make sure all presentations to be used have been installed on the laptop.

• Create a folder on the laptop to keep copies of the presentation files from the participants.

• Turn on the laptop and projector – make sure that all the presentations work, the screen has a good resolution and is an appropriate size to be seen well for those seated in the back of the room.

Delegates’ arrival

• Ensure there are signs directing the delegates to the training room and that everyone is welcomed with a smile!

• Try to have tea and coffee available for them and perhaps a snack (depending on what would be expected for a course in that area).

Registration

• Set up a registration table and assign a person to sign in delegates each day.

• Use a day-specific sign-in sheet so it is clear that delegates have attended all the days.

• Ensure the correct spelling of each participant’s name, as this will go on their certificates.

• Name badges make it easier for all the delegates to remember each other’s names; hand over the name badge.

• Show participants to their seats.

Materials to have on hand

• Ensure that you have all the materials ready, e.g. flipcharts, pens, paper, any other requirements based on the activities planned for the day, such as printed case studies, colour cards, post-it notes, etc. Attendance certificates: templates approved by the conducting organization with all the logos used; check with the TDR focal point on the contents of the certificate and the signatories before printing them; names can either be handwritten or pre-printed on the certificates.