The following is a detailed checklist for running the event.

Disabled access: Ideally, the venue would benefit from disabled access.

Audiovisual: A screen projector, computer, and speaker is needed to present the provided Microsoft Powerpoint slide deck. Slides also include audio recordings of the four visions, which need to be played through a speaker. Make sure to test functionality and volume levels in advance.

Seating arrangement: A venue needs to be chosen with a cabaret arrangement of tables, so that there are 5-8 participants per group (6-7 participants is ideal). For a group with 15 participants, this means two to three groups; for a group of 30 participants, five groups is ideal. Tables need to be sufficiently spaced apart that participants are not overly distracted by other tables. All tables also need to be able to view the projector screen.

Refreshments: It is advised to make refreshments available during the half-way break. For evening workshops, a pre-workshop buffet could be provided.

Facilitation: A dedicated facilitator is needed for each small group, and it is recommended to have an additional plenary facilitator. The role of the plenary facilitator is to:

• Introduce the overall workshop and constituent exercises
• Facilitate plenary discussions
• Ensure timekeeping
• Help address any logistical needs during break-out discussions (e.g. ensuring sufficient supply of water and materials)
• Take individuals aside who require 1:1 attention, so breakout groups can continue with their work
• Act as a back-up small group facilitator in case of illness, etc.

While the use of professional facilitators can benefit the quality of deliberation, where this is not feasible, the workshop can be facilitated by those with some experience of group work, but who may not have received formal facilitation training, such as community engagement officers or social researchers. It can be beneficial for the plenary facilitator to be a trained or experienced facilitator, who can coach the breakout group facilitators and provide backup or intervene where necessary.

Notekeeping, recording and analysis: Core results from the workshop are the result of group processes and include prioritised broad values, outcomes and actions. As these arise from the process, the results are readily available and can be straightforwardly recorded. It is advised to either

• Include a notekeeper at each table to record key points of discussion, participants views’, and the arguments participants make and values they draw on to justify their views. OR
• Set up an audio recording device at each table and either transcribe the full discussion or take notes as per above from the recordings. Free and paid for auto-transcription services are also readily available online and can be combined with AI summaries to facilitate distilling key points. Collaboration with academic researchers can also be considered for formal qualitative analysis.

Resource checklist

Key resources for which templates are included with the tool are:

• Online questionnaire
• Slide deck
• Broad values handout
• Visions, outcomes, actions handout
• Action scoring handout
• Feedback form handout
• Action scoring group sheet printed on A2-A3 for each table

 Other required resources include:

• Screen projector, computer, and speaker
• Pens for participants
• Two marker pens per table
• Flip chart paper posters with list of outcomes (see below)
• Water for participants

 Other recommended resources include:

• Food and drinks
• Door posters to guide participants to venue/room
• Recording device for each table
• Name badges or labels
• City map print (Openstreetmap recommended) – one per table, A1 or A2 size recommended. See get-map.org/ for examples
• Small post it notes to annotate maps
• Blue tac / White tac to hang flip chart paper on wall