Documentation:At-Event

Documentation Checklist: At the Event

Who is involved:

• Facilitator
• Documentation lead
• Note takers (co-organizers; or participants, taking turns, not more than once during the event)

Checklist:

1. Facilitator to explain notes capture model in opening circle

2. Documentation lead to follow at-event notes capture processes per session type

Documentation process of the most popular session types

• Agenda brainstorming
  • Documentation lead and/or volunteering participants to transcribe post-it content in text document or spreadsheet (as preferred by the organizers), taking each thematic column as a separate list (a bullet-point list on a text document; a column in a spreadsheet)

• Spectrogram
  • Documentation lead to collect separately in different lists to be transcribed:
    • Read statements. And for each of these, take note of the approximate positioning of participants along the Agree-Not Sure-Disagree line and most relevant movements. E.g. "50% Agree, 10% Not Sure, 40 % Disagree; by the end of the debate, 50% Agree and 50% Not Sure"
    • Top level statements
    • Other statements

• Working session
  • Before the session starts:
    • Facilitator to invite each group to have a volunteering note taker, taking notes on personal device or on paper, following the model agreed with event organizers (online or offline documents, etc.)
    • Documentation lead to ask each group at the beginning of the session to communicate the name of the note taker (for future reference and contact)
  • At the end of the session:
    • Facilitator to remember note takers to share notes with the documentation lead
    • Documentation lead to verify that all notes have been collected, and, if anything is missing, follow up with responsible note taker to agree on collection method and timeframe (recommended: collect all notes by the end of the day the session has been taken place on)

• Skill share
  • Documentation lead to take note of the titles of the skill share conversations taking place

• Speed geeking
  • Basic documentation: documentation lead to visit each speed geeking station and take notes
  • More detailed documentation: designate one note taker for each station, to take notes of the all the conversations taking place during all rounds

3. Documentation lead to gather the session notes collected (either as text file, or picture of notes not yet typed up) accordingly to the Aspiration file-naming convention.

The Aspiration file-naming convention can have multiple parts:

• Aspiration, if Aspiration is the organization creating the documentation. Use the full name consistently to avoid sorting errors
• Organizing entity or project. Write it capitalized or as acronym if longer than 10-15 characters
• Name of the meeting. Write it capitalized
• Name of the session. Write it lower case
• Content type. Write it capitalized, e.g. "Notes"
• Number, if there is a series of files with same file name and file extension, e.g. multiple photos documenting the notes of the one single session. The first value is 01, then 02 and so on

Example: AspirationABCDigitalRightsSummitspeedgeeking01

Please note:

• Never use punctuation or spaces when creating file names
• Always save pictures as .jpg files and texts as .pdf files