RE-IMAGINE JAM HOSTING GUIDE AND FACILITATION PROCESS

Transcription

1 RE-IMAGINE JAM HOSTING GUIDE AND FACILITATION PROCESS Thank you for hosting a Re-Imagine Jam as part of the Re-Imagine Downtown Vancouver initiative. These conversations are an integral part of the re-imagining process and will inform the final report and implementation of next steps. This document will provide you with information and guidance for this event. Please carefully read the Process Design (see page 5) that is part of this information package. RE-IMAGINE DOWNTOWN VANCOUVER To mark their 25th anniversary, the Downtown Vancouver Business Improvement Association (DVBIA) has launched Re-Imagine Downtown Vancouver, a unique project to facilitate the creation of an inclusive and shared experience of downtown Vancouver in RE-IMAGINE DOWNTOWN VANCOUVER IDEA JAMS As part of our engagement process, Re-Imagine Jams are intended to engage people who work, live, learn, play, and visit downtown to collaborate in creating a compelling vision of the 2040 downtown Vancouver experience. YOUR ROLE AS THE FACILITATOR Your role as the facilitator is to host the space for an inclusive and substantive conversation; a conversation where everyone feels like they can learn, share ideas and contribute their own insights. This will include focusing the group s attention, keeping the conversation running smoothly, and making sure no one is left out. Since this a generative session, you do not need to seek group consensus. Instead, you will provide participants with an opportunity to think creatively about the future of downtown Vancouver. 1 \

2 THE ROLE OF A NOTE-TAKER The note-taker is responsible for accurately capturing ideas brought up during conversation in your group. Careful note-taking reassures participants that their ideas are captured and thereby contributes to a smooth and rich conversation. While the facilitator may note ideas and options on a flip chart in abbreviated form, the note-taker should spell out in detail what participants said so that the final dialogue can reflect these ideas and contributions in a way that is accurate and understandable for people who did not witness the discussion. PREPARING FOR YOUR RE-IMAGINE JAM CHECKLIST On the day of your Re-Imagine Jam you will want to have the following: o o Copies of the Agenda (see page 4) either printed or posted on a board (e.g. flipchart, chalkboard, or white board). o o A note-taker to record the Re-Imagine Jam proceedings by completing and submitting the note-taker form after your event (see Appendix C). oo Paper, flip chart, or sticky notes for participants to record their ideas. oo A sign in sheet (see Appendix A). o o Access to a computer and screen to view the Re-Imagine Downtown Vancouver video (optional). oo Nametags (optional). PREPARING THE ROOM When you host a Re-Imagine Jam, you will want to create a space that is welcoming, so that people feel comfortable to engage and are energized by the conversation. It s important to set the tone as soon as people walk in the door. To help create that tone, ensure that you have completed all of your preparations minutes before people are expected to arrive. How to set up the room: oo Set out chairs so that everyone can see each other. oo If refreshments are being served, place them in a space that is easily accessible. oo Post the agenda on the wall or put copies of the agenda at each seat. / 2

3 oo Ensure that any supplies participants will need are within arm s reach of their seats. oo Put the sign-in sheet and/or nametags close to the door. o o Set up a suitable space for the note-taker, with access to an electrical outlet if they are using a computer. REPORTING THE RESULTS OF YOUR RE-IMAGINE JAM In Appendix B, we have provided a template for your note-taker to record the input from your session. You can either submit your notes online through this form, or send them to support@reimaginedowntown.com. Please submit your report no later than September 11, These reports do not have to be perfectly formatted. It is more important that we see the results quickly, so that we can incorporate them into our analysis. 3 \

4 RE-IMAGINE JAM ANNOTATED AGENDA TIME ACTIVITY NOTES 10 minutes Welcome and Introductory Remarks Video link: 5 minutes Icebreaker: Introducing Ourselves Describes downtown Vancouver today. 15 seconds each. 1 Minute Agenda Review Agenda is either posted visibly or distributed to participants. 10 minutes Visioning Exercise: 2040 Downtown Vancouver Experience 10 minutes Idea Generation: Downtown Vancouver in 25 years Open Discussion. Facilitator to moderate discussion so that each person has an opportunity to share their ideas. Categories to be printed and posted on a wall: Getting Around Fun and Entertainment Community Experience Work and Business Look and Feel Other Distribute sticky notes and pens. 5 minutes Group Discussion Review the ideas posted on the wall 10 minutes Closing Remarks Ask each participant to note one idea that they took away from the session. 5 minutes Final Round Describes downtown Vancouver in seconds each. TOTAL: 55 minutes / 4

5 RE-IMAGINE JAM PROCESS DESIGN TIME ACTIVITY NOTES 10 minutes Welcome and Introductory Remarks Host opens the session and welcomes participants; introduces him/herself. We really appreciate that you are setting aside some of your day to participate in this session. We will use your time wisely. As you know, we are here to talk about Re-Imagining Downtown Vancouver. The Downtown Vancouver BIA is convening Re- Imagine Jams as part of a broader initiative that aims to create an inclusive and shared experience of Downtown Vancouver in They have partnered with SFU Public Square to implement the project. While we will be talking about important issues over the next hour, we also hope to have some fun. The collective results of the Re- Imagine Jams will be analyzed and presented as part of a report, which will be realized this fall. Before we dive into things, let s watch the Re-Imagine Downtown Vancouver video. Chairs are set so that everyone can see each other. Refreshments are placed to allow ease of access. Name tags (optional). Monitor with computer and internet access set up. Video link: 5 \

6 TIME ACTIVITY NOTES 5 minutes Introducing Ourselves Now, I d like to do a quick round of introductions. I d like you to share your name and one word that describes downtown Vancouver today. We re going to keep this brief so please choose only ONE word. There will be plenty of time to say more during the session. Example: My name is Jane Doe. One word that that describes downtown Vancouver today is Walkable. 1 minute Review of Agenda I m now going to walk quickly through the agenda. This agenda was developed by the Re-Imagine Downtown Vancouver team. The agenda and the activities are meant to help you think about how you want the downtown Vancouver experience to look, taste, and feel in the future. Our first activity will be a group discussion about what we want the downtown Vancouver experience to be like in After this discussion, we will brainstorm specific examples of what we would like to see in downtown Vancouver in 25 years. Are there any questions about this agenda? If not, I m going to proceed. 15 seconds each. Note-taker to capture as many words as possible (but not any names). Agenda is posted visibly or distributed to participants. / 6

7 TIME ACTIVITY NOTES 10 minutes ACTIVITY I: Visioning Exercise For the next 10 minutes or so, I would like to hear your big-picture ideas or dreams of what the downtown Vancouver experience could and should be like in Think of other cities you have visited. What did you see or do there that you wished Vancouver had? Thinking about the ideal downtown in 2040, who will be there? What will they be doing? What will downtown look, taste, feel and sound like? Facilitator to moderate discussion so that each person has an opportunity to share their ideas. Reminder keep participants at a high, visionary level. This is the what section; the how section is to follow. Examples to get ideas flowing could include: lots of kids living downtown, free bike share programs, more people noise and less car noise, a festival or event happening every day, back lanes used for cafes, etc. Consider using a flip chart for this section, if available. Note-taker to record ideas and themes. 7 \

8 TIME ACTIVITY NOTES 10 minutes ACTIVITY 2: Idea Generation Now that we have shared our dreams and visions, it s time to think about specific ideas, strategies, or tactics we have for the future downtown. Take a look at the six categories posted on the wall. These are the areas we will be touching on during this activity. Thinking about new experiences, or more of the same current positive experiences, consider these two questions: What will be different in 2040? How will we know it s different? Your ideas may include specific examples of what you would like to see, as well as specific ideas on how to implement them; in other words, how are we going to get there? For example: if you imagine future workers being able to work anywhere at any time, perhaps we d need free WiFi in all public spaces to help achieve that. In front of you are sticky notes and a pen. Write one idea per sticky note. Try to think of at least one for each category. Place it under the category you think it fits under on the wall. Allow about 10 minutes for this activity. If participants look like they are finished writing, move on to the next activity. Materials: Sticky notes, felt pens Facilitator: be prepared to provide other examples if participants are slow to write. Reference back to the vision ideas in Activity 1 to help them generate ideas. These categories to be posted on a wall (see Appendix B): Getting Around Fun and Entertainment Community Experience Work and Business Look and Feel Other Leave enough space so participants can post their sticky notes beneath each category. / 8

9 TIME ACTIVITY NOTES 5 Minutes Group Discussion SMALL GROUPS (less than 10 people) Note-taker to record general observations and recurring ideas. Now that you have had a chance to get your ideas up on the wall, I would like to go through each idea by category. When I read your idea, please give a brief description of the idea. LARGE GROUPS (more than 10 people) Now that you have had a chance to get your ideas up on the wall, I would like the group to quickly share some of their favorite ideas from each category. Once 3 5 ideas have been shared in one category, move on to the next. 9 \

10 TIME ACTIVITY NOTES 10 Minutes Closing Remarks/Feedback We may be at the end of our workshop, but hopefully this is the start of an ongoing conversation about the future of downtown Vancouver. If you d like to host your own Re- Imagine Jam with a different group of people, perhaps a social group, go for it or invite a facilitator to help you. I d like to close with a final round. Please share any input/advice for the consultation going forward, and one idea that you are taking away with you. 5 Minutes Final Round Before we close this session, I would like to go around the room one last time. At the beginning, I asked you to share a word describing Vancouver today. This time, I would like you to share one word that describes what you want downtown Vancouver to become by Again, we want to keep this brief so please keep your response to ONE word. Example: In 2040, downtown Vancouver will be Dynamic. Facilitator: if you are tight on time, consider skipping this roundtable section and go to the Final Round. Note-taker to record likes and dislikes of the session. Also note the one idea that each participant took away from the session. Note-taker to capture as many words as possible. / 10

11 APPENDICES Appendix A Sign-In Sheet Appendix B Category Pages Appendix C Written Note-Taker Report Form (Note-takers are encouraged to use the online reporting form) To obtain a word document of these documents, support@reimaginedowntown.com. 11 \

12 APPENDIX A RE-IMAGINE JAM SIGN-IN SHEET NAME AFFILIATION (OPTIONAL) RECEIVE UPDATES? (Y/N)* * Please indicate if you would like to receive periodic updates on the Re-Imagine Downtown Vancouver campaign. / 12

13 APPENDIX B GETTING AROUND 13 \

14 FUN AND ENTERTAINMENT / 14

15 COMMUNITY EXPERIENCE 15 \

16 WORK AND BUSINESS / 16

17 LOOK AND FEEL 17 \

18 OTHER IDEAS / 18

19 APPENDIX C RE-IMAGINE JAM REPORTING TEMPLATE Date: Location: Facilitator: Number of Participants: Introductions List the words used to describe downtown Vancouver today. [See page 20] Visioning Exercise: 2040 Downtown Vancouver Experience Provide collated notes on the visioning process for the downtown Vancouver experience in 2040 and what downtown Vancouver will look like in [See page 21] Idea Generation: Downtown Vancouver in 25 years Summarize participant responses on the different categories. [See page 22] Final Round List words used to describe downtown Vancouver in [See page 23] Closing Remarks List participants likes and dislikes of the session. Also note the one idea that each participant learned from the session. 19 \

20 Introductions One-word description of Downtown Vancouver in / 20

21 Visioning Exercise The Downtown Vancouver experience in \

22 Idea Generation: Downtown Vancouver in 25 years What will be different in 2040? Getting Around Fun and Entertainment Community Experience Work and Business Look and Feel Other / 22

23 Idea Generation: Downtown Vancouver in 25 years How will we know it s different? Getting Around Fun and Entertainment Community Experience Work and Business Look and Feel Other 23 \

24 Closing Remarks Feedback and Advice Takeaways / 24

25 Final Round One-word description of Downtown Vancouver in \