Documentation:Pre-Event

Documentation Checklist: Pre-Event

• Verify plan for capture of proceedings at event
  • Who is in charge of the process
  • Will 1 or more notes templates be utilized, e.g. with fields for
    • Session title
    • Facilitator(s)
    • Note taker(s)
    • Notes
    • Action items/outcomes
  • Confirm plan for how notes will be used and/or made available after event

• Decide where to store session notes and who will have access, e.g.:
  • Etherpad (shared document, generally publicly accessible)
  • Google folder created by co-organizers (shared folder, access manageable and configurable, but hosted by for-profit corporation)
  • Wiki (access somewhat configurable, not effective for multi-person ncollaborative note-taking within individual sessions)
  • "Offline", collected via online channels or fully offline methods (i.e. hand-written, photos, etc)

• Decide how to collect session notes. E.g. Set up:
  • Take notes directly into online tools (not generally recommended, as internet connectivity is too often disrupted)
  • Take local notes in document on participant device and post them to shared online space
  • Take local notes in document on participant device and share them with documentation lead via (hopefully encrypted) email
  • Take notes on paper and share them with documentation lead to be transcribed into digital format
  • If participants need to be in touch with the documentation lead to share notes, agree on email contact of reference

• Draft structure for proceedings capture (on etherpad, or online or offline folder, as agreed)
  • Pre-populate draft with event agenda scaffolding

• Integrate into agenda
  • How and when will process be explained to participants at event
  • What expectations will be set regarding shared responsibility for note-taking
  • How facilitators will be oriented to assure notes are captured
  • How and when notes will be used and/or made available after event