Documentation:At-Event

Documentation Checklist: At the Event

• At start of event: explain notes/documentation model
  • Set expectations regarding shared responsibility for note-taking
  • Remind facilitators to ensure notes are captured in their sessions
  • Explain how and when notes will be used and/or made available after event

• At start of session blocks during agenda
  • Documentation lead should verify who is taking notes in all sessions per time slot
  • Note takers should follow notes capture processes based on the type of session

• After sessions: Documentation lead gathers session notes
  • Engage each note take to confirm submission of notes
  • Provide multiple options for submitting notes
    • Email
    • Upload
    • Etc

• Managing notes
  • Documentation lead should post notes to main notes capture location on a rolling base, in collaboration with note takers.
  • When naming notes documents, it is advisable to follow file naming conventions, e.g.
    • AspirationEventNameSessionNameNotes.txt
  • Save notes in inter-operable, hopefully-open formats:
    • Text as .txt or .pdf
    • Images as .png or .jpg files