uide G ator - eda.admin.ch · 10/11/2007 · Forum Process coordinator’s Guide c oordin ator ’ s G uide FP Coordinator Guide Cover.indd 1 11/9/07 7:05:39 PM

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FP Coordinator Guide Cover.indd 1 11/9/07 7:05:39 PM

Forum Process Publications1 donor’s brief2 initiator’s Guide3 coordinator’s Guide4 moderator’s Guide5 Forum Program data6 Forum Films

Publisher: Swiss Agency for Development and Cooperation (SDC)Swiss Federal Department of Foreign Affairs (DFA) 3003 Berne www.deza.ch

Concept and coordination: Tulum Ltd.CH – 6987 Caslanowww.tulum-consult.com

Authors: Diana Andreeva, Balkan AssistWith the participation of:

Slaveia Hristova, Balkan Assist Methody MethodievSvetlin GankovSergey Dzhokanov

Layout: Mark Manion, Commusication Arts

Orders:SDC Distribution CenterTelephone: +41 31 322 44 12Fax: +41 31 324 13 48E-mail: [email protected]

© SDC 2007

FP Coordinator Guide Cover.indd 2 11/9/07 7:05:39 PM

ForumProcesscoordinator’s Guide

FP Coordinator Guide.indd 1 11/10/07 8:00:59 AM

IntroductIon . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

SEctIon 1 FroM FInALIZEd outLInE to ForuM IncEPtIon . . . . . . . . 9

Activity 1 .1 Review And FinAlizAtion oF FoRum outline And Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10

Activity 1 .2 Appointment oF modeRAtoR . . . . . . . . . . . . . . . . . . . . . . . 11

Activity 1 .3 deRive StAkeholdeR gRoupS . . . . . . . . . . . . . . . . . . . . . . . 12

Activity 1 .4 puBlic outReAch/ mediA . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Activity 1 .5 SuRvey on puBlic/ community needS . . . . . . . . . . . . . . . .13

Activity 1 .6 puBlic inFoRmAtion meeting . . . . . . . . . . . . . . . . . . . . . .14

Activity 1 .7 Appointment oF co-modeRAtoR . . . . . . . . . . . . . . . . . . .16

Activity 1 .8 identiFicAtion oF memBeRS oF the og . . . . . . . . . . . . . .16

Activity 1 .9 meeting with StAkeholdeR gRoupS And Selection oF FoRum pARticipAntS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Activity 1 .10 Selection oF FoRum venue . . . . . . . . . . . . . . . . . . . . . . . .18

Activity 1 .11 oFFiciAl invitAtion to FoRum pARticipAntS . . . . . . . . . .19

SEctIon 2 MAnAGInG ForuM SESSIonS And In-BEtWEEn ActIVItIES . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Activity 2 .1 pRepARAtion oF FoRum SeSSion . . . . . . . . . . . . . . . . . . . . .21

Activity 2 .2 in-Between SeSSion ActivitieS And opeRAtionS . . . . . . .22

Activity 2 .3 FoRum newSletteR . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24

Activity 2 .4 minuteS And RepoRting mAteRiAlS . . . . . . . . . . . . . . . . . .25

Activity 2 .5 cApAcity Building And tRAining . . . . . . . . . . . . . . . . . . .26

Activity 2 .6 expeRt SuppoRt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27

contEntS


SEctIon 3 MAnAGInG ForuM rESuLtS . . . . . . . . . . . . . . . . . . . . . . . . . 28

Activity 3 .1 implementAtion monitoRing . . . . . . . . . . . . . . . . . . . . . .28

Activity 3 .2 pRepARAtion oF Follow-up SeSSion . . . . . . . . . . . . . . . . .30

Activity 3 .3 FinAl RepoRt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31

AttAchMEntS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

AttAchment 1 – FoRum outline FoRm . . . . . . . . . . . . . . . . . . . . . . . . . .32

AttAchment 2 – FoRum Budget FoRm . . . . . . . . . . . . . . . . . . . . . . . . . .34

AttAchment 3 – modeRAtoR contRAct (sample) . . . . . . . . . . . . . . . . . .35

AttAchment 4 – modeRAtoR RepoRting FoRm . . . . . . . . . . . . . . . . . . .38

AttAchment 5 – FoRum StRuctuRe (sample) . . . . . . . . . . . . . . . . . . . . . .39

AttAchment 6 – AgendA oF inFoRmAtion meeting (sample) . . . . . . . .40

AttAchment 7 – co-modeRAtoR contRAct (sample) . . . . . . . . . . . . . . 41

AttAchment 8 – co-modeRAtoR RepoRting FoRm . . . . . . . . . . . . . . . .44

AttAchment 9 – opeRAtive gRoup RepoRting FoRmS . . . . . . . . . . . . . .45

AttAchment 10 – inFRAStRuctuRe checkliSt . . . . . . . . . . . . . . . . . . . . .47

AttAchment 11 – invitAtion to FoRum pARticipAntS (sample) . . . . . . . .48

AttAchment 12 – poSteRS uSed in BulgARiA (sample) . . . . . . . . . . . . . . .49

AttAchment 13 – AgendA oF FoRum SeSSion (sample) . . . . . . . . . . . . . .50

AttAchment 14 – SeSSion RepoRting FoRmAtS (summary + annexes) . . . .51

AttAchment 15 – tRAining AgendA And module . . . . . . . . . . . . . . . . .57

AttAchment 16 – AgendA oF Follow-up SeSSion (sample) . . . . . . . . . .58

AttAchment 17 – FoRmAtS FoR technicAl And FinAnciAl RepoRt . . . .59


Acronyms & Abbreviations:

Bgn Bulgarian currency (leva)Fo Forum outlineFp Forum participantsngo non-governmental organizationog operative groupohp overhead projectorpc project committeepR public relationsQ&A Questions and answersSdc Swiss Agency for development and cooperationtoR terms of referencewg working group


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intRoduction

the ForuM process is an open partici-patory process fostering transparent and basically democratic discussion between interest groups . it can be used in a developmental or transitional context to bridge private, civic and public, informal and formal segments of society .

the Forum process is result-oriented, very effectively motivating citizens to develop their own projects in cooperation with others . it empowers them to decide on the use of the financial means available, starting from a public survey on perceived needs, and ending with reports on the results of recommendations given, plans developed or projects implemented .

the Forum process lasts for several ses-sions, long enough to find a common treatment of issues, and to work towards solutions acceptable to all . Any Forum outcome is the result of actual decision-taking by the participants themselves .

institutionalized forms of Forums, e .g . in annual municipal budget discussion, or the sustained handling of a community fund, would be instrumental in decen-tralization policies .

A Forum process is comprehensive social interaction, involving up to 100 people . it is convened in a sequence of sessions . in-between session activities include training or project development . procedures are open, with equal weight of each person within her/his groups, and equal weight of the groups seated at working tables .

there are three crucial roles at the core of a Forum:

At the origin of any Forum is the 1 Initiator, who generates the concept

of having a Forum in a particular set-ting . the initiator, as a person or an institution, shapes and launches the Forum as an idea . preliminarily, he or she indicates the theme and the corresponding interest groups within a defined geographical area, com-munity or region . the initiator should have enough influence to know how to finance some project funds along with the professional inputs necessary .

then, to establish the Forum proc-2 ess in reality, there is the need for a coordinator . the Forum sessions as such are organized and support services (such as expertise and train-ing) managed by a coordinator . he or she secures communications and process monitoring . the coordina-tor is the program manager . As he/she has to handle a range of tasks the coordinator is often backed by a consultancy firm or an ngo .

the contents of the Forum process lie 3 in the interaction and cooperation of the participants and interest groups during the sessions and in-between sessions . this live process is han-dled by a Moderator . the modera-tor comes from outside, and should not take sides but all the same work closely with the participants, guiding them towards the goal they have set themselves .

these are the three roles that need to be described (see table 1) . if the three interact as initiator, moderator and coordinator in a well-perceived division of labor, even the most complex Forum theme can be tackled and lead to results as projects, as recommendations, as plans and strategies .

IntroductIon


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intRoduction

table 1 Forum process implementation sequence: roles and responsibilities

actiVities initiator coordinator moderator

Forum process preparation

Forum outline (Fo) & draft budget

Securing sources of financing

identification & appointment of coordinator

Review & finalization of Fo + Budget (including project funds, if needed)

Appointment of moderator (contract)

define/ derive stakeholder groups

public outreach/ media

Survey on public/community needs (if required)

public information meeting

Appointment of co-moderator (contract)

identification of members of og

meetings with stakeholder groups to finalize selection of Forum participants

Selection of Forum venue

official invitation sent to Forum participants (sending)

color key assistance/advice executive responsibility


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intRoduction

table 1 Forum process implementation sequence: roles and responsibilities (contd.)

actiVities initiator coordinator moderator

managing Forum sessions and in-between activities

preparation of the Forum session technical

Running the Forum session

in-between session operations & support (+ og)

Forum newsletter & media (member of the og)

minutes & reporting materials (member of the og)

capacity building & training

expert support search&contract (content)

managing Forum results

implementation monitoring (recommendations, projects, policies)

preparation for feedback session

Final report

Final assessment

color key assistance/advice executive responsibility


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intRoduction

About the Forum coordinator

this brochure sets out in detail the tasks of the Forum coordinator . As stated in the introduction, the coordinator must deal with the entire organization of the Forum – a process which is quite demanding and both time and effort-consuming .

the coordinator is in fact managing the Forum process . he/she is rarely directly involved in the activities which lead to the final results – one of his/her main duties is to watch the progress and ensure productive relations and cooperation among the different people involved in the project in such a way that the risk of failure is reduced .

the successful Forum process coordina-tor must have a comprehensive grasp of the situation to be able to cover the entire project from start to finish and to foresee all possible obstacles and difficulties .

there are some specific elements which characterize the coordination of a Forum and which are the main reason for pub-lishing this brochure . to start with, the Forum is a complex approach involving many people – there are a number of important figures crucial for its success-ful realization . the Forum coordinator must work in close cooperation with the initiator, the moderator, the co-moder-ator, and the operative group . each of these parties has specific functions and is employed in specific activities which are vital for the successful implementa-tion of a Forum . As shown in table 1, the responsibility for the different activities which altogether form the Forum proc-ess are distributed among them . And, as usually happens when the responsibil-ity is shared, there is a danger that no one is really responsible . the purpose of this guide is to distinguish those activi-ties which are the direct responsibility of the coordinator from those in which the coordinator is only a supportive figure .

the major focus of the work of a Forum process coordinator is:

to review and finalize the Forum con-•cept and budget; to organize and facilitate the prepara-•tion of the Forum – select the Forum venue and involve the media;to follow the progress and report the •process;to do implementation monitoring .•

the coordinator also has a number of functions within the other activities included in the organization of a Forum, but these are merely supportive .

the present guide will describe step by step the activities which are the coordi-nator’s direct responsibility – both main and secondary (see table 1) .

A number of Attachments are included in the booklet – they will certainly facili-tate the coordinator’s work . these were elaborated and used in practice for the purposes of the Bulgarian Forum pro-gram implemented between 2000 and 2007 . Applying them exactly in this for-mat is not a must – but the documents proved useful in Bulgaria . they are only examples which could be adapted wher-ever such processes are conducted . here it must be stressed that these are guide-lines for an ideal situation (regarding sequence of events, distribution of roles and steps in implementing a Forum) . on the other hand they describe what really happened in more than 100 Bulgarian municipalities .


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FRom FinAlized outline to FoRum inception

the coordinator becomes the main character in a Forum only after the necessity of conducting it in a certain community/ municipality has been iden-tified, an outline written, the budget prepared and the funding sources are established . these are activities imple-mented by the initiator/ the initiating organization . From that moment on, an active and intensive process commences for the Forum preparation in which the coordinator plays an important role . the activities he/she is expected to real-ize vary – some of them require good organizational skills, some others, a high level of coordination, and others, a good knowledge of the municipality in which the Forum is to be held and the people living there . in general, the coordinator is a person who will face numerous tasks, many requirements, and, most probably, a lot of problems . At the same time, he/she will certainly stay in the shadow of the Forum initiator, the mayor, and the moderator – the most public personal-ity of a Forum . that is to say, together with all the other qualities, the coordina-tor should be a person prepared to work “out of the spotlight” and who does not expect fanfares and admiration for the great quantity of work which must be done .

the present section deals in detail with those preparatory activities which have to be done before the launching of the Forum sessions . the focus is on the steps the coordinator should take in order to be sure each detail of the forthcoming Forum has been prepared .

the activities to be conducted before starting the session and in which the coordinator is the main person respon-sible are:

Review and finalize the Forum concept;•involve the media in the process;•Find a suitable venue for the Forum;•Send invitations for the information •session .

the coordinator must also support the implementation of the following steps in the process of Forum preparation:

Support the selection of moderator, •co-moderator and operative group and contracting them; Support the organization of a survey •to specify the Forum topic;organize meetings to procure stake-•holder groups which are concerned by the topic;organize the information session . •

what is essential for the coordinator to observe at this stage is the Forum approach specifics described in the ini-tiator’s guide . A coordinator must read that guide as well and study all the details relating to the Forum as an approach for involving the citizens in solving common problems .

SEctIon 1

FroM FInALIZEd outLInE to ForuM IncEPtIon


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Activity 1.1 review and finaliza-tion of Forum outline and Budget

the first task of the coordinator is to thoroughly study the Forum outline and the Forum budget prepared by the initia-tor and to carefully estimate their appli-cability and comprehensiveness; if nec-essary, he/she can then introduce some corrections and supplements .

the Forum outline contains several compulsory elements (Attachment 1): a justification of the need for conduct-ing a Forum, the Forum objectives, the stakeholders to be involved, partners, the Forum format (number of sessions, tables, etc .) and a budget (Attachment 2) .

the finalization of the Forum outline and budget, their approval from the financing institutions and from decision-making people in the municipality/ the region marks the beginning of the Forum proc-ess and enables the coordinator to start up activities for the Forum organization .

The Coordinator:

thoroughly studies the draft of •the Forum outline and budget prepared by the initiator, paying special attention to the following parameters and giving answers to the questions listed below (not assessing the concept but only pro-viding a second viewpoint):stakeholders concerning the Forum »topic (are all the parties interested involved, are any missing, or are there some who will not be inter-ested in the topic to be discussed?)Forum objectives (how important »are the Forum objectives formulat-ed; do they justify the conduct of a complex participatory process; and is the Forum the most appropriate instrument for achieving them?) number of sessions (are they »enough to exhaust the topic the Forum will discuss?) and the con-tents of each of them in general;partners (how adequate are the »partners involved in the outline in relation to the process; are any partners missing?)expected results (how far the »expected outcome justifies the necessity for the Forum; are the results described attainable?)

budget (is the budget realistic; are »all possible expenses considered; what is the own contribution for the Forum implementation; which budget lines could be given up if there is not enough funding?)

corrects and adds to the Forum •outline and the budget if any mis-interpretations, omissions, or mis-takes are encountered .

together with the initiator, the •coordinator finalizes the Forum outline and budget and submits the documents to the organiza-tions/ institutions that will fund the Forum process . At the same time, all the persons responsible in the place where the Forum is being held are introduced to the outline (the mayor, the city council chair, representatives of various institu-tions, etc .) .


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Activity 1.2 Appointment of Mod-erator

At this stage of the preparation of the Forum process a Forum moderator is nominated, his/her basic task being to facilitate the discussion during the ses-sions, in such a way that the results expected are reached to a high degree . his/her main functions and tasks as well as a detailed description of his/her job in the framework of a Forum are a subject of another publication – A moderator’s guide . the moderator is identified by the initiator / the initiating organization after consultations with the people on the spot and the financing agency .

In the framework of this activity the Coordinator:

prepares the contract with the •future moderator (a sample con-tract is provided in Attachment 3) and coordinates it with the two con tracting parties – the initiator and the moderator himself/herself;organizes signing the contract •after the two contracting parties have agreed on all its clauses;Stores the contract with the other •official Forum documentation and monitors its execution;prepares reporting forms (Attach-•ment 4), presents them to the moderator and sees that they are submitted in time .


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Activity 1.4 Public outreach/ media

one of the coordinator’s obligatory activities is to involve the media in the process from its very beginning . the Forum is structured as a process open and accessible to all citizens . decisions are made together and they should be made known to anybody interested . And this is exactly the place of the media as it is they who can link the Forum to the general public .

To implement it, the Coordinator:

makes a list of all the media in the •municipality/ region and sends them information regarding the Forum to be conducted;establishes useful contacts with a •few specific journalists who are interested in civic activities . they must also be thoroughly acquaint-ed with the idea and the concept of the forthcoming event; Finds (in cooperation with the •Forum moderator) an appropri-ate person to do the job of Forum spokesperson (pR) . the latter will be a part of the operative group . the pR is the person who directly feeds the media with information about the Forum; together with the Forum pR, noti-•fies the various media about the public information meeting .

Activity 1.3 derive stake holder groups

depending on the topic and the scope of the Forum, various stakeholders can take part in it .

if the topic is more general and concerns the development of a certain town or municipality then all the social groups representing the local community should be invited, for example: local authorities, businesses, young people, retired peo-ple, artists, scholarly circles, agriculture producers, various ethnic groups, disad-vantaged people, etc .

however, when the Forum is to discuss a specific topic, e .g ., tourism or agri-culture development, those groups and institutions will take part in it that are directly related to the topic .

definition and assembling of stakehold-er groups is a responsibility of the Forum initiator; the coordinator has only a sup-portive role .

The Coordinator:

makes an early list of the stake-•holders based on the concept and the initiator’s recommendations;consults the early list of stakehold-•ers with the initiator’s partners and with key institutions, organizations and persons;ensures the participation of the •people included in the list .


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After conducting the test check – which is the last stage of a quality survey – one can assume that the topic or topics put forward are the most significant for the community at present and would pro-voke to the utmost extent the interest and the will of the people concerned to gen-erate useful decisions .

Activity 1.5 Survey on public /community needs (if required)

however, prior to involving the media, the most important point to be decided is the topic of the Forum . A survey on public needs is conducted only if the top-ic the citizens find important is too gen-eral – for example “improve the quality of life in the municipality” . limiting it (as a result of the survey) to a more specific issue allows a more streamlined discus-sion and clear and realistic decisions .

The Coordinator must support the organization of the survey. He / she:

Forms a team to organize the •survey . whether it is assigned to people from the municipality, or to students, or to a professional agency, – depends on the Forum goal, its scope, the primary expec-tations of the initiator/ the initiating organization, and the financial sources available; Supports the initiator in designing •and conducting the survey; makes a timetable of the activities •and distribution of tasks . if needed, some more people could be drawn in to help the team implement its duties properly and promptly; makes a detailed distribution plan •for the questionnaires, for the publication of the inquiries and for conducting the interviews . the distribution itself is quite a labori-ous activity – it is better to have a minimum of five people involved (one could also use volunteers) . it is also important to decide on how the completed questionnaires are to be collected . the best way is for the survey team to collect them; if this is not realistic, it is a good idea to indicate on the forms where and when they must be sent after filling in . the survey would only be valid once 70% of the questionnaires and the inquiries are returned;

organizes the collection of com-•pleted questionnaires and inquiries and starts processing them . the processing mode and the people to do it are defined at the very start of the survey . As a result, one or maxi-mum two topics should be derived from the survey; organizes a test check of the top-•ics put forward – for example, one could ask ten people from the tar-get group who did not participate in the survey whether these are the topics of greatest significance for them . in the worst case, at least five of them should give a positive reply .


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Activity 1.6 Public Information Meeting

the first event to be organized before the Forum itself is the so-called public information meeting . the goal of this meeting is contained within its name – to inform citizens about the forthcoming Forum . not only that: people should be stimulated and motivated to participate in the Forum . the engagement of the local administration and its participa-tion in the public information meeting is obligatory .

Apart from the administration, a number of stakeholders take part in the meeting: municipal structures, ngos, small and medium-size businesses, representa-tives of education, culture, healthcare and social activities . the participants are introduced to the Forum approach, the Forum outline, its topics and its prelimi-nary structure (i .e ., the type of partici-pants and their distribution on the tables see sample of Forum structure – Attach-ment 5) . they are expected to discuss and further specify the topics, to share their opinions on the outline, to reflect on the parties interested and the poten-tial participants in the Forum .

To support the organization of the information meeting the Coordina-tor should take the following steps (although his/her function is only supportive he/she must take care of a number of things):

discusses together with the mod-•erator and the initiator the most appropriate time for the public information meeting (usually it takes no more than two hours) . A sample agenda for the meeting is in Attachment 6 . the date, venue, and the time of the meeting are coordinated with the local admin-istration (mayor, city secretary, and city council chair) since their pres-ence at the meeting is crucial;Books the hall for the time agreed •and specifies what kind of informa-tion materials and technical equip-ment are necessary (a beamer, a flipchart, an overhead projector, a laptop, etc .); contacts the media in the region/•municipality/community, whom he/she has already informed in advance, and makes sure of their support . Sends them appropriate information for the approaching meeting and agrees with them on how often this information is to be announced/ broadcasted/pub-lished (depending on the Forum budget and the preliminary agree-ments with the respective media);organizes circulation of informa-•tion material (posters, leaflets) to invite the public to the meeting . (posters of the Forums in Bulgaria are shown in Attachment 12) . they are distributed in public places in the town/ the municipality in which the Forum will be held; makes a preliminary list of the •representatives of those parties which should definitely participate in the Forum and sees that they are personally invited to the public information meeting;


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the quality of the public information meeting is a decisive prerequisite for the successful conduct of the whole Forum . that is why it has to be well prepared, by paying attention to each of the details described above .

Specifies the number of partici-•pants and organizes the prepara-tion of resource materials for each of them;is responsible for the attendance •list that will, at a later stage, be supplemented with some new names and used for the prepara-tion of the minutes of the meeting;Afterwards, prepares and submits •brief information about the meet-ing to the media .


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Activity 1.7 Appointment of a co-moderator

At this stage of preparation of the proc-ess the moderator selects a co-modera-tor, i .e ., the person who will help him/her in the preparation and the moderation of the Forum sessions . the co-moderator is a local person familiar with the specific aspects and problems in the municipal-ity/ community where the Forum is held . together with the operative group he/she is the person who is mainly in charge of the preparation and conduct of the ses-sions and the organization of the work between the sessions .

Activity 1.8 Identification of mem-bers of the oG.

After the co-moderator is appointed, the members of the Forum operative group have to be selected . the main function of the operative group is to support the co-moderator in the organization of the Forum session . the operative group has some specific tasks: to invite the partici-pants to the Forum sessions, to prepare information material, to keep the min-utes, to organize work between the ses-sions, to keep in contact with the tables, etc . it includes the following persons: the co-moderator, a representative of the municipal administration, a minute-keeper, the Forum pR and one or two representatives of the other stakeholders .

the operative group members are selected by the moderator and the co-moderator, after consultations with the local administration . the operative group members are identified in advance but they should be approved by the citizens participating in the Forum – this is usu-ally done at the first Forum session .

To support the implementation of Activity 1.7, the Coordinator:

prepares terms of reference for the •co-moderator and agree on them with the Forum moderator;prepares the contract for the co-•moderator (Attachment 7), and agree on it with him/her and with the moderator;organizes the signing of the docu-•ment . the other contracting party could be the initiator or the coor-dinator;Stores the document with the rest of •the Forum documentation;prepares reporting forms (Attach-•ment 8) give them to the co-moderator and see that they are completed regularly .

With regard to the operative group (OG), the Coordinator has these functions:

prepares the budget for the •expenses of the og (based on the total Forum budget);informs the og members what •their tasks are and the funds they can use; elaborates the reporting forms for •the activity of the group (Attach-ment 9);organizes the meetings of the og •between the Forum sessions and reminds them of their immediate tasks, e .g .: the participation of a specific og member in a certain working group, preparation of information, etc .;Sees that the reporting forms are •completed in time and stored with the rest of the Forum documentation .


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Activity 1.9 Meeting with stake-holder groups and selection of Forum participants

the final selection of the Forum partici-pants is a significant part of the prepa-ration process . Representatives of the different stakeholders participate in a Forum, the stakeholders themselves being derived from the Forum topic . this issue is described in detail in the initia-tor’s guide – in the present publication we will deal more comprehensively with the steps the coordinator should take in order to make a final list of the potential Forum participants who are to receive an individual invitation for the first Forum session .

Regarding meetings with stakeholder groups, the Coordinator supports the moderator and the co-moderator by:

Reviewing the initial list of par-•ticipants in the coming Forum and ascertaining that interested parties are sufficiently represented;making (together with the co-•moderator) a list of the potential participants in the separate selec-tion meetings with each one of the stakeholder groups;contacting these people and speci-•fying the time most appropriate for them to meet and talk about the coming Forum – the meetings continue no longer than one to two hours, the main topic is to discuss the Forum, its format, the interest of the respective group, and the people who must participate;Finding a suitable venue for the •meeting;informing the moderator about the •meetings planned and agreeing on the facilitation (by either the mod-erator or the coordinator);providing for a person to keep the •minutes of the meeting and taking responsibility for the finalization of the list for the respective stake-holder group;preparing the final list of the peo-•ple who will participate in the first Forum session – these will receive a personal invitation from the initia-tor to take part .


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It is the task of the Coordinator to select the Forum venue. To this end, the Coordinator should:

Study carefully the conditions the •hall should satisfy (See Attachment 10 – infrastructure checklist);Find a few suitable places in the •respective municipality/ town/ region and visit them together with the moderator/ the coordinator;Select the best one (which meets •the criteria to the biggest extent) .

Activity 1.10 Selection of Forum venue

the place in which people meet for a Forum is of particular significance . every location (a building, a hall, a square) is full of symbolism and inevitably speaks of its owner or builder . the symbolism of a venue may therefore reinforce the status of some participating groups or reduce the status of the others .

the town hall represents, and is also perceived, as a symbol of authority . on the other hand, the conduct of a Forum in it demonstrates the engagement of the municipal authority to the decisions of the Forum .

A Forum can also be held, and there have been such cases, in a restaurant, a canteen or other public hall . when such a venue is being selected one must care-fully judge whether it will be perceived positively by most of the people, if it is readily accessible, and conducive to work rather than leisure .


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Activity 1.11 Invitation to Forum participants

After having finalized the list of par-ticipants, identified the Forum crew , the media included in the process and the date and the venue of the first session is decided on, all the people included in the list must receive an official invitation to participate in the first Forum session .

with the sending out of invitations all the preparatory work is done . From now on the main tasks of the coordinator will be to manage the regular Forum sessions . this function will be described in Section 2 of the current guide .

The leading person in this process is the initiator but the Coordinator:

prepares the invitation and agrees •it with the moderator . the invitation is signed by the initiator . Attach-ment 11 to the present guide con-tains a sample invitation; organizes sending the invitation . it •is advisable for the participants to get it at least one week in advance of the Forum session .;Sends an invitation to participate •together with information about the forthcoming Forum session to all the media in the respective munici-pality/ region . (See also Activity 3);places placards and posters •announcing the information ses-sion in the municipality (Attachment 12 – Samples of posters used in Bulgaria) .


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mAnAging FoRum SeSSionS And in-Between ActivitieS

After all the preparatory steps are accomplished and before the final reports and assessment of the project, the main function of the Forum coordi-nator is to plan, implement and control the organizational measures necessary to ensure the satisfactory progress of the sequence of Forum sessions, and to:

Support the preparation of every single •Forum session;Support activities during the Forum •session itself;Assist in in-between session operation •and support;Assist in the process of preparing and •publishing the Forum newsletter and providing the contacts with the media; Support the og in preparing the •minutes and reporting materials after each session;organize capacity building measures •and various training courses; provide experts for the sessions when •necessary .

the present section will describe the steps the coordinator should take in order to implement the activities listed above so as to guarantee the successful accomplishment of the Forum process .

SEctIon 2

MAnAGInG ForuM SESSIonS And In-BEtWEEn ActIVItIES


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Activity 2.1 Preparation of the Forum session

the number of sessions in a Forum proc-ess varies depending on the topic to be discussed . Some topics require 10 ses-sions, and some only 2 or 3 . But no mat-ter how many sessions there are to be, the preparation for every single event includes a series of organizational activi-ties the coordinator either does himself/ herself or supports the moderator and the og in doing .

in other words the coordinator attends all the sessions, being mainly respon-sible for the logistics . he/she is much more active and has more direct respon-sibilities in-between sessions .

The Coordinator:

prepares an invitation for the ses-•sion and organizes sending it to all the participants (this is usually done by the og) . the invitation is accompanied by the agenda of the session . the latter is to be prepared by the moderator (Attachment 13 – Sample agenda); sometimes other material is enclosed with the invita-tion – for example, a brief sum-mary of the previous session; Sends an invitation to the media •including information on the specif-ic topic of the forthcoming session; engages the hall for the respective •date and together with the og checks whether everything is as it should be (arrangement, light, heating, audio equipment etc . – please see again Attachment 10 – infrastructure checklist);organizes the preparation of offi-•cial handouts for the guests of the session; together with the og prepares •materials for the session to be placed on the tables – e .g . a sum-mary of the previous session, reports of the working groups, and the newsletter of the previous Forum session (see Activity 2 .4) etc .

together with the og provides for •the necessary technical equipment and office materials – markers, sticks, scissors, cards etc .; maintains contact with the og and •the moderator and supports their own preparation efforts .

during the session itself the tasks are rather supportive . the Coordinator:

meets the participants, the guests •and the experts;is responsible for the technical •equipment;supports the og in their tasks if •necessary .


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Activity 2.2 In-between session operations and support

the realization of a Forum with a series of sessions suggests the development of a process in which the key events are the sessions themselves . the quality of the sessions as well as the development of the process itself requires intensive work between each of them . the responsibility for this work is mainly with the modera-tor and the og .

the Coordinator should support them as follows:

i . “Finalization” of the previous ses-sion . the coordinator:

supports the elaboration of the •Forum session results: minutes, summary, list of the forum partici-pants and other attachments to the summary . these are prepared by the minute-keeper but the coor-dinator is responsible for the final contents, as well as for the obser-vation of the deadline for complet-ing them . the time necessary for preparation is one to two weeks;coordinates sending the session •results (recommendations, infor-mation requests) to the respective organizations and groups; actively seeks for a feedback for •the response to each recommenda-tion addressed by the Forum and informs the Forum participants about the progress .

ii . preparation of the following ses-sion . the coordinator:

coordinates the activity of the og •and the working groups (defined in the previous sessions);organizes 1–2 work meetings of the •og to discuss the organizational framework for the conduct of the previous session and the coming session of the Forum in accordance with the requirements defined; makes a memo of the participants •and results .

iii . organization of training events such as workshops, seminars, expe-rience exchange meetings, etc . aim-ing at increasing the competence of the Forum participants . this is basi-cally linked to training in the area of project planning and organization of meetings for exchange of experience


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the need for transparency and open-ness of the process calls for two activi-ties which must commence right after the session, and are an immediate result of it . the first one is the Forum newsletter preparation and publishing and the sec-ond is the minutes of the session .

with other Forums . to this end, the coordinator:

makes a list of the participants in •the respective events;coordinates these events with the •relevant trainers and organizations as well as organizing the necessary logistics (venue, technical equip-ment, transport, etc .) .

iv . carrying out of discussions for the preparation of the coming ses-sion with the stakeholders . when preparing for a session groups of participants sometimes need to have meetings with representatives of insti-tutions related to the questions and the topics discussed . if such discus-sions are needed, at the request of the moderator, the coordinator:

organizes such meetings (accord-•ing to the moderator’s proposal or the Forum decision);invites the participants, provides for •the logistics, makes a memo of the meetings .

Also, between the Forum sessions, the coordinator:

supports the Forum pR in the •preparation and publication of the Forum bulletin; maintains a list of the Forum deci-•sions and monitor their imple-mentation in accordance with the timetable drawn up (assisted by the og);stores the existing written and •audio-documentation of the work of the og, the working groups, the Forum sessions, the media cover .


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Activity 2.3 Forum newsletter

one of the compulsory Forum elements is the publication of a newsletter after every session . the newsletter informs the inhabitants of that particular town/municipality who were not present at the Forum session about what is hap-pening within the whole process and it reminds the participants of what was dis-cussed and decided . it also informs and reminds the municipal administration about decisions and recommendations made by the participants; it informs the media about opinions and events they may have missed .

the Forum pR (a member of the og selected by the moderator) is the person who is responsible for the Forum bulle-tin – for making the design, writing the articles, holding interviews, selecting pictures etc . the coordinator, however, also has a part to play .

The Coordinator:

Finds a suitable publishing house . •this is usually difficult, which is why it has to be done first; together with the Forum pR selects •a person to do the pre-print job . it is not mandatory but it is rec-ommendable to find somebody experienced in the newspaper business, not just a computer spe-cialist . After he/she has produced a project design for the newsletter, the pR must present it to the og for approval; makes a plan for the distribution •of the newsletter . the newsletter is a non-commercial publication and this determines the way it will be distributed . the ways and the places for distribution are specific for each Forum: a supplement to one of the town or regional news-papers (under particular and con-tracted conditions), at the Forum sessions, using the town commer-cial network, the municipality, the post offices, the banks, the schools, newspaper sellers, etc .; makes a detailed budget for the •newsletter publishing and monitors the spending of resources . is ready to search for and find additional resources . the coordinator should have in mind that the newsletter can generate some income by offering advertising space . it is the task of the coordinator to search for advertisers for the newsletter; Supports the pR in his/her activities •related to the newsletter; Seeks feedback on the quality of •the newsletter from journalists and readers .


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Activity 2.4 Minutes and report-ing materials

the transparency of the Forum proc-ess is guaranteed not only through the media and the Forum newsletter; anoth-er element is the minutes from the ses-sions and the preparation of a summary including four attachments .

like the newsletter, the minutes and the summary are mandatory for the Forum . their elaboration is an obligation of the so called minute keeper who is a part of the og . keeping the minutes is often facilitated by recording the session on tape, the record afterwards being written down . the session minutes are especially important for they store all statements, recommendations, and Forum deci-sions . this allows for the easy resolution of any argument or misunderstanding regarding past statements and deci-sions . Besides, the mere fact of minute-keeping makes participants aware of the public character and transparency of the Forum process .

A short summary of the Forum session is made based on the protocol . A sam-ple form of a Forum session summary is attached to the present guide as well as the annexes to it (Attachment 14) . this format has been developed for the objec-tives of the second phase of the Forum program in Bulgaria and it was used by all the Forums held . it helps in under-standing and analyzing all the important elements in the Forum – participants, recommendations, decisions, quality of the discussion, projects . it also forms a basis for retrospective assessment of the process . initiators and donors may use this format to keep track of aspects they find particularly important .

the following annexes are attached to the summary:

Session participation – all the par-1 ticipants in the Forum sessions are listed and grouped by tables . A full list of all the recommendations 2 addressed by the Forum . As indicat-ed in the guide for the initiators, the possible Forum results may be rec-ommendations for specific actions, addressed to a particular institu-tion (e .g . the municipality, the water supply company, the police, etc .) as well as projects related to the Forum topic . A comprehensive list of all the work-3 ing groups mandated by the Forum . the working groups are established when some specific aspects of the discussion topics need to be fur-ther developed . the working group members are selected and appoint-ed during Forum sessions . the full list of project proposals – this 4 list is only established when project formulation is expected as a Forum result .

the session summary and its annexes are written by the minute keeper of the Forum; they are also checked and signed by the co-moderator and the moderator .

The Coordinator:

controls the keeping and filing of •the minutes and the Annexes . Sup-ports the minute-keeper in her/his duties . he/she is responsible for the prompt preparation of the minutes and for sending copies to all the participants in the Forum session;Stores the documentation in the •Forum database .


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Activity 2.5 capacity Building and training

no matter what the format of a Forum is, a lot of different people take part in its work . very often (especially at local level) these people know each other well and have good relations . But they may not be used to working together in their new roles, e .g ., as members of the operative group, participants in a work-ing group, etc . in most of the cases the members of the og are people with proven expertise and authority among the Forum community, but still they need to have some training to acquire specific new skills that will help them be efficient og members .

the following courses are recommended but not strictly necessary (dependent on the budget) . they would address differ-ent groups such as:

og members; •working group members; •project team members;•monitoring and support team mem-•bers .

the training topics could be: team work and organizational skills – •for all Forum participants;project elaboration – again for all •Forum participants;presentation in front of an audience, •preparation of presentation, visualiza-tion – this training is for the og and for different working groups;Strategy development – for working •groups;monitoring of projects and initiatives – •for monitoring teams .

In order to organize and conduct effective training, the Coordinator:

clarifies the training needs (togeth-•er with the moderator) – who exactly needs training, what kind of training, what is the best way to conduct it; ensures the hall for the respective •date and time and provides for the necessary technical equipment (beamer, flip-chart, overhead pro-jector); makes a list of potential partici-•pants, coordinates it with the og and sends invitations together with the agenda;provides trainers (prepares offers, •contracts, materials);organizes the multiplication of •resource materials for all partici-pants – handouts, presentations etc .; prepares and sends information •regarding the training courses to the media;Attends the courses for their entire •duration and is responsible for the logistics;prepares and presents to the media •brief information on results .

however, compulsory training courses within a Forum would include:

team work and organizational skills •training – for og members;project elaboration – for the og and •members of working groups .

the training module and the agenda are elaborated by the trainer and the moderator (Sample agenda and exem-plary module – Attachment 15) . in any case training could only be conducted if the Forum positively decided so . After all, everything in a Forum must be transparent .


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capacity building is one of the neces-sary elements of the Forum . it is a major result to have improved skills and capac-ities available at the community level . the Forum coordinator should bear in mind that in many cases training has to be followed by consultation and super-vision when an initiative is under imple-mentation .

Activity 2.6 Expert Support

one of the typical methods to deal with the Forum topic is to break it (with the support of the Forum participants) into several subtopics . each subtopic is then a subject for discussion at a specific ses-sion . in such a case there are two ways to proceed:

to give a working group the task of •preparing a short report on the sub-topic; this report will be the starting point for the discussions at the next session; to invite experts to provide clarification •on the subtopic, especially if techni-cal or professional advice is required . Sometimes the two approaches could be combined . it is the responsibility of the moderator to decide if an expert is needed .

experts could also be used: to support the moderator in his prepa-•ration for the session;to help working groups in their specific •tasks;to render support to the elaboration of •project proposals (in case projects are foreseen by the respective Forum);in other words, experts could be used •not only at the session but in-between sessions too .

these are the activities to be implement-ed by the coordinator during the Forum session cycle . After all the sessions are over there are a few more steps which should be done in order to accomplish the Forum successfully . these will be described in Section 3 of the present publication .

if an expert is needed, the coordina-tor:

clarifies who is needed exactly •(sometimes the moderator has the name of the person but sometimes he/she knows only what type of expertise is needed – e .g . in the area of architecture, tourism etc .);in the first case he/she must only •provide the respective person; whereas in the other case he/she makes a list of potential experts that could satisfy the description and finds out (after consultation with appropriate people) which of them is the best option and who is available;contacts the person, explains the •request, explains the conditions (time, place, working days, kind of support, way of presentation and reporting) and puts him/her in con-tact with the moderator; provides for attendance at specific •meetings and sessions (in coordi-nation with the moderator);Arranges reporting (free reporting •form) and payment;keeps a database of experts used •at the sessions and of potential experts . the list includes names, contact details and areas of expertise .


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mAnAging FoRum ReSultS

Subsequent to the sessions, the Forum decisions on plans, projects or recom-mendations have to be realized . they are implemented either by groups/organizations mandated by the Forum, or the recipient of the plan or some rec-ommendation . the role of the coordina-tor in this final part of the Forum cycle is essential .

generally speaking, the following must be done:

engage in implementation monitoring •(supported by og members if neces-sary);prepare the feedback session;•write down the final reports (activity •and financial) . this task is of essential importance as it provides the chance to once again go through the whole process and find recommendations for improving it .

Activity 3.1 Implementation mon-itoring

the monitoring of implementation guarantees a successful Forum and the realization of the products arising from it – recommendations, projects, strate-gies, etc . the Forum coordinator has the leading part in the realization of the implementation monitoring .

A major function of the coordina-tor is to observe the implementation of the Forum decisions, the projects aris-ing from it, and the various strategies, plans and any other Forum documents (depending on the expected results in the Forum outline) . Such monitoring has the aim of getting objective information of the progress in implementation of projects and strategies, enabling prompt and adequate management decisions . Another function is to establish and maintain a system of documentation and supervision of the contracts .

SEctIon 3

MAnAGInG ForuM rESuLtS


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To ensure successful monitoring of the Forum implementation the Coor-dinator:

thoroughly observes the imple-•mentation status of the Forum recommendations, asking regularly for information from the og and the co-moderator about the let-ters sent, the recommendations implemented and those under implementation; when necessary, suggesting some additional action and steps .prepares and submits promptly and •according to the project implemen-tation contracts the reports to the donor/ the contractor . As already mentioned, he/she prepares the intermediate and the final reports (narrative and financial) and organizes the necessary annexes .

To ensure quality monitoring of the project implementation of the Forum projects, the Coordinator:

conducts an initial training course •for the Forum project teams . Assists/ prepares training materi-als, makes presentations on the topic and organizes the training ensuring invitations, halls, technical equipment . observes the project implementa-•tion possibly with the help of a special monitoring team; makes a timetable for field visits; organizes meetings with the project team and beneficiaries, checks the docu-mentation; and recommends some correction activities when that is imperative .provides regular information on •the projects’ progress to the donor/ contractor, preparing periodi-cal reports and analyses for that purpose .After finalizing the projects, pre-•pares a final report .


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Activity 3.2 Preparation of Follow-up session

Follow-up sessions are organized six and then twelve months after the Forum is over (an exemplary agenda of a follow-up session is presented in Attachment 16) . the main purpose of these sessions is to present the status of Forum results (projects and recommendations) to the public . usually the project teams present information about the activities done within the specific project to the people who attended the session . the audience could ask for clarification or could criti-cize if the project has not been imple-mented according to the original plans . the same scenario is followed at the second follow-up session which is con-ducted one year after the Forum is over (it is presumed that after twelve months all the projects should be accomplished) . the agenda of the follow-up session is the responsibility of the moderator (the session is not longer than two hours) .

these steps are repeated when organiz-ing the second follow-up session .

The role of the Coordinator is to:

coordinate the date and the hour •with the moderator and the project teams;provide for a hall (it need not be •the same Forum hall – usually the number of participants in the follow-up session is less than at the regular sessions);arrange for the technical equip-•ment (beamer, flipchart etc .);prepare invitations and send them •to the participants (the project team, active participants in the Forum, guests);remind the project team to bring •any materials (brochures, placards, newsletters etc .) from their projects;send information to the media •regarding the forthcoming follow-up session; put up posters to inform the citizens •regarding the session;organize the presence of the og •and especially the pR at the session since they are responsible for pub-lishing newsletters from the follow-up sessions as well; attend the session for its entire •duration and be responsible for the logistics .


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Activity 3.3 Final report

it is a task of the coordinator to prepare the final technical report for the whole process . usually the donor/contractor has a format for both types of reports which is usually required (Financial and technical: sample formats – Attach-ment 17), and the coordinator must use these . the type of report to be prepared and submitted is also described in the contract for the Forum between the con-tractor and the coordinator . the finan-cial report, however, is a responsibility of the Forum process accountant and the coordinator deals only with the techni-cal report .

And this is the final effort the coordina-tor should make – until the next Forum process .

In this respect the Coordinator:

knows the requirements of the •donor/ contractor and be acquaint-ed with their reporting format (if any); studies the format and modify it •if necessary; if there is no specific format – prepares one that will help present and promote the activities implemented and the results achieved as well as making comments and recommendations; traces the process from its very •beginning – organizes and attends all the sessions, training, work group meetings etc . (if this is not possible, the coordinator should read the protocols of the events);maintains the Forum database •(including newsletters and media information);prepares the report including ade-•quate and precise information; submits it to whom it may concern •in due term;makes recommendations regard-•ing activities to be concluded, to be continued in the same way and whether changes in procedures are necessary in any fashion .


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AttAchmentS

AttAchMEnt 1 Forum outline Form


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AttAchmentS

AttAchMEnt 1 (contd.) Forum outline Form


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AttAchmentS

AttAchMEnt 2 Forum Budget Form


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AttAchmentS

AttAchMEnt 3 Moderator contract (sample)


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AttAchmentS

AttAchMEnt 3 (contd.) Moderator contract (sample)


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AttAchmentS

AttAchMEnt 3 (contd.) Moderator contract (sample)


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AttAchmentS

AttAchMEnt 4 Moderator reporting Form


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AttAchmentS

AttAchMEnt 5 Forum Structure (sample)

moderatoroperative group

educational +cultural institutions

youth tourism / Sport

ngo crafts

Business +Agriculture

municipalityadministration

city councilmayor

guests

Audience / general public

media + pR

experts

Forum structured in interest groups and working tables (sample)


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AttAchmentS

AttAchMEnt 6 Agenda of Information Meeting (sample)


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AttAchmentS

AttAchMEnt 7 co-Moderator contract (sample)


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AttAchmentS

AttAchMEnt 7 (contd.) co-Moderator contract (sample)


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AttAchmentS

AttAchMEnt 7 (contd.) co-Moderator contract (sample)


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AttAchmentS

AttAchMEnt 8 co-Moderator reporting Form


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AttAchmentS

AttAchMEnt 9 operative Group reporting Forms


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AttAchmentS

AttAchMEnt 9 (contd.) oG reporting Forms


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AttAchmentS

AttAchMEnt 10 Infrastructure checklist


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AttAchmentS

AttAchMEnt 11 Invitation to Forum participants (sample)


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AttAchmentS

AttAchMEnt 12 Posters used in Bulgaria (sample)


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AttAchmentS

AttAchMEnt 13 Agenda of Forum session (sample)


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AttAchmentS

AttAchMEnt 14 Session reporting formats (Summary + Annexes)


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AttAchmentS

AttAchMEnt 14 (contd.) Session reporting formats (Summary + Annexes)


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AttAchmentS



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AttAchmentS



55

AttAchmentS



56

AttAchmentS



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AttAchmentS

AttAchMEnt 15 training Agenda and Module


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AttAchmentS

AttAchMEnt 16 Agenda of follow-up session (sample)


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AttAchmentS

AttAchMEnt 17 Formats for technical and Financial report


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AttAchmentS

AttAchMEnt 17 (contd.) Formats for technical and Financial report


Documents

uide G ator - eda.admin.ch · 10/11/2007 · Forum Process coordinator’s Guide c oordin ator ’ s G uide FP Coordinator Guide Cover.indd 1 11/9/07 7:05:39 PM