Training & Facilitation Briefing Form

Your details

The person filling out this form should be Sketch Group's main contact for the engagement. If that's not you (for example, you have someone else facilitating the event), please ask them to complete it instead.

Your organisationThe organisation engaging Sketch Group

Your name

Your mobile numberYour illustrator will call you on this number to clarify details before the event.

Your email address

About the engagement

What is the event called? When, and for how long, does it run? Who is involved?
The more you tell us, the better prepared your illustrator will be.

Event nameeg. name of the conference, or subject of the meeting or workshop. What's on the invitation/brochure? The illustrator will use this as the title of your visual map - if you'd like something else as the title, there's an opportunity to add that later.

Event website(if it has one)

Event dateFor events spanning multiple days, please enter the first date you require the illustrator

Start timeWhat time do you need the illustrator to start sketching? (They will arrive up to an hour earlier to set up.)

Finish time

How many days does the event span?Some engagements span multiple days, while others might only run for a few hours. If your event runs on only one day, please enter a value of 1, even if it is a short event.

AttendeesWhat information, if any, do you have about the participants of this event? How many people will be attending, and what is their background?

Is there any pre-reading?If there are any articles, slide decks, or other documents that we should be across before the event, email them to [email protected]

Logistics

When and where is your event? Be specific please (conference centres are huge, some office buildings are like rabbit warrens). Who should we call if we get lost, or - worse - locked out? What's the room like? What extra equipment might we need to bring?

VenueWhat is the full name and address of the venue at which the event is taking place? If appropriate, include room/floor number/name.

On-day contact (if not you)You will be our default contact, but if there's someone else running logistics on the day, let us know here.

On-day mobile (if not you)

ParkingWe use public transport when feasible. If not, are you able to arrange or suggest suitable parking?

Access/security (if applicable)Your illustrator will be arriving up to an hour earlier than the attendees.

Room layoutThe facilitator will likely have worked with you to request a specific room layout, but if not, let us know what the default setup looks like. If you have access to a floor plan or table layout, please email it to [email protected]

Will a small table & chair be available?Your illustrator will be standing for most of your event, but between sketching sessions a chair will give them some respite. A coffee table or small desk is helpful for storing their markers and other tools.
YesNo

Whiteboard or screen?When training or facilitating a workshop, we usually draw on one or more whiteboards (the bigger the better!). If none is available we can either work on flipcharts, or a roll of paper taped to a large pinboard. Alternatively, if there are more than 20 participants in the room, we prefer presenting using an iPad that is projected to one or more screens, for improved visibility. What options are available?

Meal provided?If this event spans a meal time, please let us know whether a meal will be provided for the illustrator.
YesNo

Are you happy for one of our trainees to attend?Occasionally one of our Sketch Group trainee illustrators will observe an event, to gain confidence in working up to providing graphic recording skills themselves. They won't get in the way, and will be quiet, but if you or someone from your organisation would rather they weren't present, that's fine too. Let us know.
YesNo

StationeryIf you've selected stationery options as part of your quote, then your facilitator will bring them on the day and hand them out to students. Otherwise, depending on your engagement, you'll likely need to provide some or all of the following for participants:
* Sheets of A4 paper for them to draw on (individual exercises)
* Big sheets of paper (A3 or larger) for group activities
* Markers for them to draw and write with
* Lollies and chocolate for when there are dips in energy
* Sticky notes for them to use in group activities
* Water, tea, coffee, if there are breaks in the day

How would you like us to share the digitised files?We share files via a Dropbox link. If you need us to use a different system, please tell us here.
(Leave blank if Dropbox is OK for you.)

Are you happy for photographs of your canvas to be promoted on our website and social media channels?If Yes, we would love to see any photos that you or your team take of the illustrator in action too! Send them through to [email protected] and we may feature them (with credit, of course) in our next newsletter.
YesNoLet's discuss

#hashtagsIf you answered yes above, are there any #s or @s that you'd like Sketch Group to include when sharing?

Final questions

Well done - you're almost there! Just three more questions from us, plus your chance to chime in.

Payment detailsIf your organisation is NOT the one paying for our services, please provide the name, and phone number and email, of the funding organisation.

Where does the buck stop?If someone other than you is chairing (acting as MC, facilitating, generally running) the event, please provide their details so we can all be on the same page and your illustrator knows who to take direction from on the day.

Sketch Group bannerAre you happy for us to display a Sketch Group promotional banner at the event?YesNo

Other Comments/RequestsWhat else should the illustrator know before arriving?