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TAKE 5 EASY STEPS TAKE 5 EASY STEPS TO RUNNING A COMMUNITY LEARNING EVENT FROM THE TAKE 5 TEAM

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An easy to follow comprehensive guide and toolkit for hosting community learning events.

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  • TAKE 5 EASY STEPS

    TAKE 5 EASY STEPS

    TO RUNNING A COMMUNITY

    LEARNING EVENT

    FROM THE TAKE 5 TEAM

  • TAKE 5 EASY STEPS

    Copyright

    Title book: Take 5 Easy Steps to Running a Community Learning Event

    Author book: The Take 5 Team

    2014 The Take 5 Team

    Self publishing

    [email protected]

    ALL RIGHTS RESERVED. This book contains material protected under International and Federal Copyright Laws and Treaties.

    Any unauthorised reprint or use of this material is prohibited. No part of this book may be reproduced or transmitted in any

    form or by any means, electronic or mechanical, including photocopying, recording, or by any

    information storage and retrieval system without express written permission from the author / publisher

    TESTIMONIALS

    I think the idea of putting a book together on how to stage community events is a really great idea. The team have put a lot of effort and research into producing a work which, I'm sure, will be of great benefit to anyone who wants to stage an event but wasn't sure on how to go about it. With so much practical experience from the authors to share, this will be a must read for community groups,

    organisations and volunteers - to name but a few. I'm sure it will also go a long way towards promoting the concept of community in the wider readership.

    John Waite Local Author

    Perhaps the most valuable of all the tools that a person can have for the modern world, and for a sense of wellbeing in it, is that of knowledge, and with it the confidence and self-assurance that so often follows. Similarly, amongst the most privileged and rewarding of roles is that of working with people on their chosen learning journey, in whatever capacity and wherever that might be leading. This book goes to the heart of that rich experience! For so many people their first purposeful steps into the world of learning, and often the most enjoyable and real of their experiences, occur within their communities. This is hardly surprising, as on the one hand modern society delegates increasing levels of responsibility and expectation at community level, while on the other our communities eagerly take up that challenge through a plethora of local organisations and community groups; the activities of which can involve teaching and learning in so many different guises. This essential guide is a how to make it work book, compiled by community practitioners who have wrestled with the challenges of community-based learning for many years. This publication offers a key point of reference for those who want to promote informal learning within their communities, and there is something here for the novice and the more experienced alike! Such work in our communities is absolutely vital and this book is there to help! Dr John Hunt

    BA, PhD, FSA, FRHistS, PGCE

  • TAKE 5 EASY STEPS

    CONTENTS

    INTRODUCTION PAGE 1

    STEP 1 THE EVENT TEAM PAGE 3

    STEP 2 THE EVENT VENUE PAGE 9

    STEP 3 THE EVENT PLANNING PAGE 13

    STEP 4 THE EVENT RESOURCES PAGE 20

    STEP 5 THE EVENT MODEL PAGE 23

    APPENDICIES 1. SWOT ANALYSIS

    2. EXAMPLE RUNNING ORDER

    3. THE TAKE 5 MODEL

    4. GUIDELINES FOR COMPLETING A RISK

    ASSESSMENT

    4a. RISK ASSESSMENT TEMPLATE

    5. LESSON PLAN

    6. ACTION PLAN

    7. GANNT CHART

    8. EVENT CHECKLIST

    9. EVALUATION FORMS

    10. GETTING PEOPLE TO YOUR EVENT

    11. SAMPLE BUDGET PLANS

    12. EXAMPLE FLYER

  • TAKE 5 EASY STEPS

    Take 5 is an appropriate brand name as it will illustrate the following:

    5 steps to setting up an event

    5 workshops

    5 circulating groups

    take 5 minutes out to refresh and renew yourself

    5 digits on the hand that seizes the opportunity! This guide has been written and created by the Take 5 Team. We all work within the voluntary and community sector and came together initially to take part in a community development course.

    The original Take 5 course was conceived and developed by Warwickshire Community and Voluntary Action, following three years of community leadership and development programmes, as a new and unique method of engaging communities in learning. Recognising that engaging people in learning is a tool to build capacity within a geographical community or within communities of interest, the Take 5 model was created. We hope you find this book useful and that you will discover the enjoyment of running your own learning event. You are welcome to copy the handy templates or use them as a basis for creating your own.

    Happy reading and Happy Learning!

    It was due to the success of the Take 5 event model that inspired the Take 5 Team to explore how we could share the model with others in a simple, readable and usable format. So we set about learning how to write a how to book and since we already had a model that we knew worked our book naturally followed the Take 5 imprint.

    WELCOME TO TAKE 5 EASY STEPS TO HOSTING A COMMUNITY LEARNING EVENT

    THE TAKE 5 EASY STEPS BRAND

    1

    INTRODUCTION

  • TAKE 5 EASY STEPS

    We have now created the Take 5 Easy Steps brand and template and will be writing further books in the series. Our website contains information on how you can share your expertise in 5 Easy Steps too. If you have perfected a model or process that would help communities, please contact us to talk about using our methods and brand to publish your 5 Easy Steps. We can offer training and support to make your book a reality and publish it as part of our series. Terms and conditions apply, so please contact us for more information.

    It is a tried and tested, practical model that introduces individuals and communities to new learning activities and opportunities in a more relaxed environment. This recognises and addresses some of the barriers to learning experienced by many who have become averse to traditional learning.

    Follow the 5 Easy Steps guide and make use of the free templates adapting them to suit your needs. Create your team, run your event and celebrate your success as you witness individuals having fun and learning together. We hope this book is helpful to you and wish you success as you follow our Take 5 Easy Steps

    WHAT IS THE TAKE 5 LEARNING EVENT MODEL?

    2

    You can never be overdressed or

    overeducated

    Oscar Wilde: Poet and

    playwright

    The beautiful thing about

    learning is that no one can

    take it away from you

    BB King: Musician

  • TAKE 5 EASY STEPS

    STEP 1

    THE EVENT TEAMROLES &

    RESPONSIBILITIES

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  • TAKE 5 EASY STEPS

    STEP 1 THE EVENT TEAMROLES &

    RESPONSIBILITIES

    A good starting point is to decide who is going to be responsible for organising the event the

    team. The tasks you will need to complete your event successfully will require a number of skills

    as well as good planning and organisation. Therefore, some individuals will be more suitable to

    some tasks than others.

    The team needs to be committed, enthusiastic and be working towards a common goal.

    Where possible decisions should be reached by consensus. You must establish what the outcome/decision is to be made, otherwise it will not be clear what the consensus needs to be about or what discussions need to take place to achieve this.

    Exercise tolerance but be prepared to acknowledge that at times things may become stressful and consequently tempers may fray we are all human. Be prepared for conflict; the skill is knowing how to diffuse these situations if they arise and turn them into positive outcomes.

    Be realistic how much time can team members commit to the project and can they

    deliver what they promise?

    GREAT IDEA! YOUVE DECIDED TO PUT ON A COMMUNITY LEARNING EVENT USING TAKE 5

    EASY STEPS. WHERE DO YOU GO FROM HERE?

    CONSIDER THE FOLLOWING GENREAL POINTS

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  • TAKE 5 EASY STEPS

    Carry out a skills analysis to identify strengths and weaknesses within the team. This will help decide what skills may need to be brought in/professional support sought. It may be

    useful to use a SWOT Analysis chart to do this. APPENDIX 1

    Elect a mutually agreed leader to co-ordinate and delegate tasks to capitalise on existing strengths within the team and to monitor progress. The person chosen will need to realise that this task will not be an easy one, juggling and matching personalities, skills and

    experience.

    Make the most of your team - use networks and contacts from team members to support the event and help with planning;

    Within the team, individuals will have to take on different responsibilities; the following are roles you should be thinking about and what these entail:

    Remember that life goes on outside the organisation of the event, so it may be a good idea to elect a deputy for this role too. This person will need to

    Have tact and diplomacy along with strong communication skills.

    Be able to motivate your team using praise and encouragement.

    CO-ORDINATOR/CHAIR:

    5

    Hot tip: Remember no man is an island and many hands make light

    work! This will prevent individuals from becoming overloaded and failing to

    meet deadlines. The success of the event depends on individuals not being

    precious over tasks.

  • TAKE 5 EASY STEPS

    Be able to chair planning meetings and be the main point of contact.

    Be a strong leader, open to helpful suggestions from team members.

    Be prepared to allocate and delegate tasks, monitor progress to ensure deadlines are met and tasks completed as well as quality assuring the event itself against agreed quality criteria e.g. using qualified tutors, up to date insurance, health & safety procedures, well planned and briefed volunteers for marshalling, meeting and greeting etc.

    Take overall responsibility for pulling everything together/monitoring progress along the way, as well as on the day of the event.

    Cope if deadlines are not being met, and be able to deal with matters to put things back on track.

    Take responsibility or delegate a member of the team with an eye for details to carry out

    final checks on the day of the event.

    6

    Hot tips: Make sure

    Any disclaimer notices are displayed (if required)

    Signage clearly indicates the route for attendees

    You complete the event check list

  • TAKE 5 EASY STEPS

    This person will need to be able to:

    Record notes from meetings and arrange for their distribution to other team members.

    Organise and produce signage well in advance of the event.

    Deal with correspondence, emails, general communication with the team as well

    partners, external organisations, venues, resources and bookings etc.

    Type up schedules/timings for the event e.g. running order. APPENDIX 2

    This person will need to

    Be responsible for the event budget.

    Be able to keep accurate and up to date financial records.

    Be able to source possible funding opportunities to support the event.

    7

    ADMINISTRATOR:

    TREASURER:

    Hot tip: The following organisations may be able to provide

    Information regarding available funding

    www.wcava.org

    www.communitymatters.co.uk

  • TAKE 5 EASY STEPS

    Your Team will ideally:

    Have good contacts/networks either in the local community or with external

    organisations preferably both!

    Be able to source and contact tutors for delivering the sessions at the event.

    Be persuasive and influence others to support the event either in person, as a participant or in

    donated good/services.

    THE PLAYERS:

    8

    Try not to have a good time; this is

    supposed to be educational!

    Charles M Schulz - Cartoonist

  • TAKE 5 EASY STEPS

    STEP 2

    THE EVENT VENUE

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  • TAKE 5 EASY STEPS

    STEP 2 THE EVENT VENUE

    Make sure you have:

    Contact details for the venue and name of a contact person who is a key holder.

    Capacity to cater for more than 50 people at the beginning as there needs to be ample space for all

    attendees to gather together for welcoming and refreshments.

    Sufficient room for five different learning spaces, to accommodate 10 learners, for each of the

    learning activities. APPENDIX 3

    Ideally a location which is easily accessible by public transport, has parking facilities and that

    complies with access/facilities for wheelchair users, or adjustments made wherever possible e.g.

    portable ramps, hearing loops.

    Considered Health & Safety - carry out a risk assessment for the building as you will be dealing

    with members of the general public. APPENDIX 4 and 4a

    Insurance Having public liability insurance in place is essential and should already be in place at

    the chosen venue. However, you must check with the venue manager that you are covered for the

    event, along with the activities you are planning to hold. It will ensure you covered if a

    member of the public suffers a loss from theft or accidental injury. If it is your own venue, you

    may need to check with your own insurance company.

    YOU WILL NEED TO CONSIDER THE FOLLOWING POINTS TO IDENTIFY AN APPROPRIATE VENUE TO

    HOLD A COMMUNITY LEARNING TAKE 5 MODEL EVENT:

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    A risk assessment for each of the learning activities at the event. It is the responsibility of

    the tutors to identify potential risks of the activity and how they can be reduced. The information should

    be included in the Tutor Lesson Plans APPENDIX 5

    It is your responsibility as the organisers to check that they have.

    Disclaimers - You may need to display these if any of the activities involve food, complementary therapy, henna art or face painting for example.

    The responsibility for displaying a disclaimer lies with the tutor, but also on you as the organiser to check that these are In place if required.

    11

    Hot tip:

    It is recommended you have 5 million Public Liability Insurance to cover all events which may be held in the venue. The following are some useful links to organisations who may be able help with insurance:

    www.charityinsurance.co.uk

    www.simplybusiness.co.uk

    www.axa.co.uk

    www.hiscox.co.uk

    www.morethanbusiness.com

    Hot tip: If the tutors are employed by an organisation then they should have Public Liability Insurance through their employers; if self-employed, they should have their own insurance, but you must check. Your own insurance should also cover this, but you must check

  • TAKE 5 EASY STEPS

    As the event organiser you may be required to provide resources for the tutors i.e. flip chart, projectors, screens, washing up facilities etc unless you can negotiate with them to source their own equipment.

    12

    Live as if you were to die tomorrow.

    Learn as if you were to live forever

    Mahatma Gandhi

  • TAKE 5 EASY STEPS

    STEP 3

    THE EVENT PLANNING

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  • TAKE 5 EASY STEPS

    STEP 3 THE EVENT PLANNING

    The well-worn KISS principle may be relevant here:

    Keep It Simple, Stupid!

    The important and difficult bit is actually getting the actions done on time. Good planning for your event will underpin the quality of the community learning sessions you will be providing, and more importantly the experience your learners receive at your event. It makes the difference between a successful event, which engages with the community and who are eager for further learning opportunities/activities and a lost opportunity.

    Start your planning early, keep it simple, effective and stick to your deadlines. We have already discussed

    the key points regarding the team in STEP 1, so make sure you use the skills/strengths you have identified and ensure

    the person elected as Co-ordinator not only allocates tasks effectively, but follows up to meet identified

    deadlines. The following may assist in the process:

    Acknowledge that it is OK to use other people /agencies - consider the advantages and consider

    more long term mutual benefits , possibly working together again in the future

    Sometimes individuals respond better when they are given direction (there are natural leaders

    just as there are followers) so recognise that this may be the case.

    MAP OUT YOUR EVENT

    14

    EVENT PLANNING IS FUNDAMENTALLY SIMPLE, FOCUSING AS IT DOES ON ACTIONS, TIMES AND PEOPLE

    I think you learn more if you

    are laughing at the same

    time

    Mary Anne Shaffer Editor/

    Librarian/Author

  • TAKE 5 EASY STEPS

    Identify key tasks and set dates for when they need to be completed; there are tools which

    can help you to do this such as Gantt charts and action plans APPENDIX 6 and 7.

    It may be advisable to use both, but they will only be useful if there is someone responsible

    for drawing them up and then monitoring progress against them.

    Reflective practice is a useful tool when planning when you have an idea, try it, reflect on

    it, adapt if necessary and then implement it. This can be an ongoing practice - the following

    diagram illustrates this process:

    Compile an event checklist so that you dont miss anything ask the whole team to

    contribute to this many heads mean fewer errors! APPENDIX 8

    15

    Idea/concept

    Try out /experiment

    Reflect/adapt

    Put into

    practise

    Hot tip: Taking responsibility is key, so offer support for those in the

    team who may need it and praise them as much and as often as possible

    people appreciate being valued!

  • TAKE 5 EASY STEPS

    Front of house organisation is absolutely crucial to the success or otherwise of your event and can

    make or break it. If this element is not planned meticulously, you will have a confused crowd wanting

    to register and get into the venue, who do not know where they are going and what they are doing.

    You will definitely need more than one person!

    You need to elect a main point of contact on the day of the event and be prepared to deal with any situation that may arise. It will require you to be persuasive and to be able to think on your feet.

    Adopting best/good teaching practices in the learning activities will ensure inclusion, differentiation, planning, preparation and a varied style of delivery. This will engage the widest possible audience, so use qualified tutors or experts in their subject. Be aware you will have a range of people attending your event; they will have differing mental and physical abilities, levels of education, age and cultures.

    Whoever is delivering the sessions will need to take this into account.

    This type of event encourages inclusivity and celebrates diversity. It is a fantastic opportunity to involve the whole community.

    Have practical activities where people can have a go themselves and preferably have something to take away with them.

    16

    Hot tip: Practical activities are popular and engage learners more easily.

    If they involve free samples, tastings or a memento from the session which

    they have made, even better!

    All of us do not have

    equal talent, but all of us

    should have an equal op-

    portunity to develop our

    talents

    DELIVERY ON THE DAY

  • TAKE 5 EASY STEPS

    Remember it is not just about the learning activities, but the whole experience; this starts

    the moment anyone walks through the door on the day of the event.

    Be friendly and welcoming it may have been a personal challenge for some people to

    attend such an event so you dont want to put them off at the first hurdle.

    Make sure signage is clear and informative it is advisable to get this checked by someone

    other than the organising team; as the organisers, you will have been working on the event

    for some time and will all be familiar with what is supposed to happen those attending will

    not be, so make sure signs are clear and appropriate.

    17

    Tell me and I will forget. Show me

    and I may remember. Involve me

    and I will understand

    Confucius 450 BC

    Hot tip: A welcome speech thanking people for attending and providing

    an explanation of the format of day is a good way of putting people at ease

    and takes away the fear factor. Ensure you highlight and point out fire exits/

    procedures in the event of a fire as well as other housekeeping points e.g.

    toilets etc.

    Hot tip: If possible put a large sign outside the venue prior to the

    event to capitalise on marketing and on the day to highlight where

    the event is and what is taking place

    Timing is going to be crucial, so make sure

    you have someone reliable to time the

    learning activities and signal when it is

    time to move on to the next learning

    space.

  • TAKE 5 EASY STEPS

    You will need to have more volunteers/support than you think on the day to assist tutors to set

    up, prepare refreshment areas and make sure that supplies are not running low (and if they are,

    know where to get more!). Guidance will also be needed to marshal learners from one learning

    place to another to allow for the smooth running of the programme.

    It is a good idea to have a closing speech at the end of the event. It provides an opportunity for

    thanks and to collect feedback from those attending. Design a simple and user friendly

    evaluation form that can provide you with the feedback information you need, in an easy to

    analyse format. See examples in APPENDIX 9

    18

    Hot tip: Draw up a running order programme for the day

    APPENDIX 2

    Hot tip: Give out raffle/cloakroom tickets on registration or have evaluation

    sheets numbered and offer a prize/s or gift vouchers as a reward for lucky attendees.

    Learners are less likely to leave early if there is a chance to win something on the day!

    AT THE END OF THE DAY

  • TAKE 5 EASY STEPS

    Make sure you have volunteers on standby to cover illness or absence; they will need to be

    well briefed beforehand to ensure they can support other team members and learners.

    You cannot prevent or plan for every eventuality, but be prepared to be flexible. Making

    sure you have done as much pre preparation as possible (e.g. printing of signs, running

    orders, registration forms, setting out the venue etc.) will alleviate some of the

    stress and reduce the risk of panic on the day!

    If a tutor gets stuck in traffic, catering arrives late, or the bus is delayed with your learners on

    board, have something in place - e.g nominate the most suitable member of the team to

    lead a session and change the running order if the caterer or others are delayed.

    Know where, and have access to a mop and bucket in case of spillages, have an identified

    first aider on hand where possible, emergency contact number for the venue if applicable

    and what is the fire drill procedure is including evacuation

    points in the event of the alarm going off.

    19

    The illiterate of the 21st

    century will not be those

    who cannot read or write,

    but those who cannot

    learn, unlearn and relearn

    Alan Toffler American

    writer and futurist

    CONTINGENCY PLANNING

  • TAKE 5 EASY STEPS

    STEP 4

    THE EVENT RESOURCES.

    20

  • TAKE 5 EASY STEPS

    STEP 4 THE EVENT RESOURCES Controlling the budget and fundraising are vital to the planning of your event. If you are fortunate

    enough to have been able to access funding you will need to provide accurate financial reporting

    supported with receipts, as well as for reporting to your organisational committee/members. The

    following points should be considered.

    Budgeting should include all possible expenses /expenditures, incomes, sponsors and contin-

    gent expenses.

    Be realistic from the beginning to avoid any surprise at the end (It is better to underestimate

    income and slightly overestimate costs).

    Find ways to keep cost low - use volunteers and their skills where possible.

    Try to negotiate as much as you can for free e.g. venue, catering, resources etc.

    Choose which type of advertising you are going to use (See Step 5) either the Take 5 Cascade

    option or traditional advertising/publicity, in which case the costs for this will need to

    be included in your budget. APPENDIX 10

    Make sure you include the cost of in kind contributions and volunteer hours (cost at national

    minimum wage).

    To keep accurate records devise a spreadsheet to monitor your income/expenditure.

    The following will give you an idea of what should be included (see example spreadsheets

    APPENDIX 11)

    21

  • TAKE 5 EASY STEPS

    Grant funding

    Sponsors/donations - ask local shops/supermarkets, companies etc. for cash and goods

    Venue (hire, insurance, etc.)

    Facilitator/tutor fees

    Transportation & travel expenses for volunteers

    Name Badges for all members of the organising team and tutors (keep it simple and use

    sticky labels!)

    Equipment/ Facilities/Resources hire e.g. chairs, tables etc.

    Admin costs: Stationery, telephone calls, photocopying, printing

    Hospitality/refreshments

    Information pack containing follow up contact details of useful organisations for after the

    event

    First aid kit

    22

    INCOME:

    EXPENDITURE:

    Learning is a treasure that will

    follow its owner everywhere

    Chinese proverb

  • TAKE 5 EASY STEPS

    STEP 5

    THE MODEL

    23

  • TAKE 5 EASY STEPS

    STEP 5 THE MODEL

    It is a tried and tested, simple model that introduces individuals and communities to new learning

    activities and opportunities. This recognises and addresses some of the barriers to learning experienced

    by many who have become averse to traditional learning.

    It offers a safe and enjoyable environment where attendees meet new people, experience new

    activities and are offered opportunities for further learning.

    The Take 5 Easy Steps book is a step by step guide to staging

    such an event, using the Take 5 Model and includes event

    checklists, templates for planning, budgeting and easy to

    understand diagrams that lead to a successful event.

    To engage 50 new learners.

    Introduce each learner to 5 new learning experiences.

    To refer learners to further learning opportunities or signpost to appropriate organisations

    who can offer further advice and guidance.

    To build community capacity by encouraging volunteering and potential community leadership

    skills.

    24

    WHAT IS TAKE 5?

    I find television very educating

    every time somebody turns

    on a set I go into the other

    room and read a book

    Groucho Marx Comedian/

    Actor

    AIMS

  • TAKE 5 EASY STEPS

    Use the method that you think will work best for you and your community or you may wish to choose

    from the following examples:

    Decide on a date, time and venue

    Produce flyers (see example in APPENDIX 12

    Advertise in the press

    Use your networks to publicise the event

    Ensure you have a method for people to respond and be able to book their place i.e.

    a contact person/telephone/email

    TRADITIONAL PUBLICITY AND MARKETING

    25

    Informs a large number of people about

    your event

    Informs the community about local activity

    Offers an opportunity for marketing and

    promotion of individuals skills within your

    team

    High profile, wider market

    PROS

    Can be difficult to control who attends

    Needs to meet expectations of the

    advertising

    Needs to be well managed to ensure

    attendee numbers are reached

    Maximum effort - uncertain return

    Numbers not confirmed therefore difficult

    to gauge catering needs/group numbers for

    sessions etc

    CONS

    Hot tip: if you rely on people turning up on the day you will need to

    manage the process be warned some wont turn up on the day and

    will disturb your running order.

    HOW TO ENSURE PEOPLE ATTEND YOUR EVENT

    OPTION 1

  • TAKE 5 EASY STEPS

    This is a useful tool to gather feedback on the event, provide ideas for future events, evidence for

    potential funding bids and to monitor the overall success of the whole event.

    You may wish your learners to complete an individual evaluation form for each session, to provide

    feedback on what went well, not so well and to comment generally.

    At the end of the final session, all learners should be given an overall event evaluation form to provide

    the opportunity for them to comment on the whole event. Design the forms carefully make sure you

    include space for learners to add their contact details, otherwise you will be unable to follow up any

    requests for further learning. The wording on the evaluation form is important you need to ask for

    the relevant information succinctly and in an easy format to complete for the learners) and then analyse

    (for yourselves).

    Depending on the number of people in your team/organisation the principle is;

    10 people personally ask 5 people to attend 10 x 5 = 50 learners, or;

    5 people ask 10 people to attend 5 x 10 = 50 learners

    (For a diagram of this principle see APPENDIX 10)

    26

    Can control who and how many people attend

    Minimum effort maximum return

    Personal invites make people feel valued

    Can meet people at the door knowing they are

    coming and make them feel comfortable

    PROS

    Team fails to invite and confirm, which leads to

    uncertainty about numbers

    If this model is not strictly adhered to the

    outcome may be unreliable and chaotic

    Does not publicise the organisation/venue out

    to general public constrained to invitees only

    CONS

    OPTION 2

    CASCADE METHOD

    EVALUATION OF THE EVENT

  • TAKE 5 EASY STEPS

    If you have received funding/sponsorship etc. for the event, you will need to collect the information

    funders have asked for and report on what you said you would deliver. Include the collated information

    in your final report. Make your report a readable document so that you can use it as evidence of

    competency for further funding and your organisations Annual Report.

    27

  • TAKE 5 EASY STEPS

    Enjoyable & educational

    Fabulous informative session, will definitely try to recreate this at home

    Interesting & entertaining, fun task, well presented and instructed

    A wonderful opportunity to make something creative

    Tried something new, very good

    Good to get you thinking differently, from other perspectives

    Enjoyed it - very interactive. Well run and helpful tutor

    Great! Group did start to work as a team and discussions were good I have learned a lot

    In order to evaluate the effectiveness of the Take 5 Easy Steps guide, it was given to two organisations to trial

    whilst in the draft form.

    The idea was for these organisations to stage a community learning event, using the book as a tool for planning

    and hosting. The organisations were asked to trial the guide, use the templates provided and then evaluate how

    well the process and the event went. The Take 5 team attended both events to act as observers on the planning,

    organisation and delivery of the events.

    The Take 5 team met with the organisations after the events to gather feedback from both learners and the

    organisations. This reflective practice (as discussed in Step 3) allows for continuous improvement and identified

    major errors or gaps within the guide, which we then edited. Happily, following the feedback, no errors and no gaps! New ideas/

    suggestions received were incorporated into the text.

    One organisation followed the guide to the letter and the event was well organised and successful in its delivery;

    the other organisation strayed from the guidance and the resulting event was not as successful from a delivery

    point of view. It must be stressed that in both cases the learners enjoyed the events and found them stimulating

    and a valuable experience.

    Both organisations severely underestimated the number of people required to run the events (i.e. The Team)

    and the importance of signage, despite the emphasis in the guide on being prepared!

    The overall feedback was that the guide was easy to read, practical and very user friendly. We hope that you will

    find it as useful and that your event is a success- please let us know by visiting our website

    www.take5easysteps.com

    WHAT THE LEARNERS HAD TO SAY

    28

    TAKE 5 TEAMLEARNING

  • TAKE 5 EASY STEPS APPENDIX 1

    SWOT ANALYSISAUDIT OF SKILLS WITHIN YOUR TEAM

    STRENGTHS

    WEAKNESSES

    OPPORTUNITIES

    THREATS

  • TA

    KE

    5 E

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    PS

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  • TA

    KE

    5 E

    ASY

    STE

    PS

    AP

    PEN

    DIX

    3

    The

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  • The Aim of a Risk Assessment is to identify hazards and risks and implement suitable control measures

    to reduce potential harm in the workplace

    DEFINITIONS: HAZARD Something with the potential to cause harm

    RISK - The likelihood of harm being realised and its severity

    1. Identify an activity, process or operation where there is potential for injury or damage.

    Consider whether it is essential for the activity to continue, i.e. without the hazard there is no risk.

    2. Identify the hazards within the activity etc.

    3. Determine the risks involved and what type of incident is anticipated, e.g. contact with

    moving/sharp equipment, falls, back injury, violence/abuse. Consider who and how many people

    will be affected, e.g. employees, visitors, learners.

    4. Estimate the risk level without the benefit of any control measures.

    HIGH - certain or near certain that harm will result in serious injury/damage.

    MEDIUM - harm will probably occur frequently with minor injury/damage.

    LOW - it is unlikely that harm will be caused and the outcome would result in very

    minor injury/damage.

    5. High and medium risk levels will require control measures to reduce the risk level to as low as is

    reasonably practicable. This could be achieved by for example, Guarding, Safety Procedures/

    Working Practices, Training etc.

    6. Re- assess the risk level with existing control measures in place.

    7. Some additional control measures may be required to reduce the risk level further.

    8. Assessments should be shared and discussed with all persons involved in the activity/process/

    operation and where possible, signed to confirm their understanding and involvement.

    9. The completed assessments should also be signed and dated by the assessor.

    10. All assessments should be reviewed, as and when there is any significant change or annually

    whichever is sooner.

    11. Generic risk assessments are acceptable where activities/processes/operations are consistent.

    However, these must be adapted, as appropriate, to consider individuals and local environment.

    TAKE 5 EASY STEPS APPENDIX 4

    GUIDELINES FOR COMPLETING AN ASSESSMENT

  • TA

    KE

    5 E

    ASY

    STE

    PS

    AP

    PEN

    DIX

    4a

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  • Programme Name

    Tutor(s) Name Learner Num-bers:

    TIMINGS Date

    Take 5

    Groups of 10 30 minute ses-sions

    Learner Initial Assessment Information (tick appropriate); Learning Styles known Other (please detail) Pre course questionnaire completed Basic Skills screening Completed with Learners Advisor Learning Plans seen

    Differential Learning Needs / Adaptations: This is a short taster session designed to engage with learners who have had limited opportunity to access learning/previously had a poor experience of learning and to encourage learners to attend further classes. The session has been designed to utilise a number of teaching methods, resources and activities to suit all learning styles and abilities as there is no prior knowledge of learners level/previous achievement

    TAKE 5 EASY STEPS APPENDIX 5

    LESSON PLANTAKE 5 COMMUNITY LEARNING EVENT

    Aim Objectives

    To provide learners with the oppor-tunity to gain knowledge and under-standing of how to identify their personal skills and strengths and de-termine how these may be transfer-rable

    To understand what a personal skill/strength is To identify own personal skills and strengths To understand how these personal skills and strengths may be

    transferrable To increase self-awareness and raise self esteem To identify phrases to encourage positive mental attitude

    Rationale Equipment/Aids

    To build confidence and encourage learners to build on existing skills through further learning

    Flip chart, pens, positive phrases hand outs, example job pro-files,

    Suitability of venue: Excellent public transport links

    Car parking available Disabled access

    Hospitality/toilet facilities Capacity to successfully house the session

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  • TAK

    E 5

    EA

    SY S

    TEP

    S A

    PP

    END

    IX 6

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  • Title e.g. Take 5 Challenge

    Date Time

    Venue

    Lead Team Members Decide who the key members of the team will be tip Keep it small, 5 is the ideal num-ber

    Key Activities @ the Event

    Decide what main activities will take place

    How will the event start?

    How will you start the event? Think about how you will wel-come people. Are you going to invite a dignitary to open the event

    How will the event end?

    How will you end the event? Think about who will close it and make a list of people to thank

    Activities before Event

    Description Team Member Deadline Completed

    Venue booked and scoped

    Source a suitable venue visit the venue and discuss your needs with the manager. What time can you get access for the event on the day to setup? Do you need a key?

    Publicity/Invites Decide on which model you are going to use Traditional Pro-motion or Cascade

    Registrations organi-sation

    Think about how people will be greeted and how you will regis-ter them

    Stakeholders in-volved

    Stakeholders could be Tutors or local organisations/ networks/partners

    Budget Drafted Use the sample budget template to manage your budget

    Funding secured How is the event funded? Are you going to use a funder or are people going to pay?

    Sessions agreed Decide on your topics and ensure you have a good selection/mix i.e. something to suit everyone

    Resources What do you need for the whole event i.e. folders/bags/badges. Ask Tutors if there is anything they need e.g.IT equipment/flipcharts/paper etc.

    Tutors agreed and booked

    If you are intending to bring in professional tutors ask them how much they are going to charge, what they will need i.e. room layout/resources etc. Ensure they know the time, date and venue location provide maps and parking information

    TAKE 5 EASY STEPSEVENT CHECKLIST

    TAKE 5 EASY STEPS APPENDIX 8

  • Refreshments When and what? On arrival/

    lunch/dietary needs

    Risk assessment and insurance

    See template

    Monitoring materials prepared

    How and what are you going to capture to evidence that your event has been a success?

    Progression opportu-nities

    Most of your attendees will be new to learning or have been out of the learning environment for some time. The main aim is to encourage them to learn more, so ensure you have other learning opportunities on offer. Your local Adult and Community Learning service or Community Training Providers are a good place to start

    Activities during the Event

    Description Team Member Deadline Completed

    Monitoring materials Prepare short evaluation forms for each session (see template)

    Volunteers for setting up

    You will need a team to help with this. Ensure they know where and when they will be needed and allocate areas e.g. refreshments/session rooms/signing in desk etc.

    Registration and Welcome

    Who is going to man the desk? Prepare a briefing sheet so that they know what to say and that they know the arrangements for the event

    Rooms/spaces pre-pared

    Ensure the learning places are prepared well in advance and that any health and safety issues are resolved in line with the risk assessment

    Signage Ensure any mandatory signage is in place as per risk assess-ment. Make clear signage for each event area e.g. refresh-ments/learning places

    Agenda/Timetable displayed

    Display large printouts of your timetable and learning places. It is a good idea to colour code.

    Trouble shooting Things will go wrong! Ensure you have a named person who will manage any issues

    Time keeping Ensure learning sessions adhere to a strict timetable. A Time-keeper can give 5 minute warn-ings to tutors. The model in-cludes time to move people around the learning places

    Refreshments set up and organised

    It is advisable to have refresh-ments set up in a separate room. Make sure outside caterers know where and when to deliver i.e. exact address/map etc. In-form them that you need all the items labelled e.g. nuts/vegetarian etc.

  • Stakeholder welcom-ing

    Dedicate a team member to meet, greet and look after Tu-tors, Partners etc.

    Session Delivery Ensure Tutors have completed and submitted their session plans to you and that you are confident that they can deliver in an inclusive manner (All Tutors in the Take 5 Model are qualified at PTLLS or equivalent level or accompanied by a PTLLS accred-ited tutor)

    Volunteers for clear-ing up

    You will need a team to help with this. Ensure they know where and when they will be needed and allocate areas e.g. refreshments/session rooms/signing in desk etc.

    Activities for after the Event

    Description Team Member Deadline Complete

    Evaluation You will need to evidence your success, so use an overall event evaluation form for your attendees. (See template)

    Thanks Within a week after the event ensure that you have thanked those who assisted in a signifi-cant way e.g. Tutors, Volunteers, Stakeholders

    Report Collate your monitoring and evaluation information and com-pile a report. Use this for fun-ders, stakeholders etc. and to evidence that you are competent in running community learning events

    Review Hold a de-briefing session with your team. Review, what went well and what you could im-prove on next time. Put some recommendations into your re-port

    Follow up learners As you compile your monitoring information, make a note of attendees that indicated they would like to undertake further learning opportunities and make contact with them

    Celebrate Well Done! You have completed your first Take 5 Community Learning Event. Celebrate!

    NOTE: This template is only a guide you will find other actions you need to include that are specific to your event/venue etc.

  • Session subject:

    Yes No

    Have you enjoyed this session?

    Will you be able to use what you have learned

    in the future?

    Would you like to do more learning?

    Please provide your contact details to enable us to let you know about future courses/learning oppor-

    tunities:

    ..

    Please let us know what topics or subjects you would be interested in learning more about:

    ..

    TAKE 5 EASY STEPS APPENDIX 9

    SESSION EVALUATION FORM

  • Yes No

    Have you enjoyed the event?

    Which particular aspect did you enjoy ?.

    Did you think the event was well organised?

    If not, why not?...........................................................................................................................

    Did you like the range of activities?

    If no, what would you have preferred?.....................................................................................

    Do you have any ideas on how we could have improved this event?

    .

    ..

    Please provide your contact details to enable us to let you know about future courses/learning opportu-

    nities:

    EVENT EVALUATION FORM

  • TA

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  • Item Income Expenditure

    Funding 1,500

    Sponsor 100

    Total Income 1,600

    Venue hire 100

    Equipment & Facilities 100

    Projector

    Microphone/hearing loop

    Facilitators Fee 100

    Certification 50

    Admin costs 150

    Stationery

    Communication

    Travel expenses 200

    Hospitality 25

    Catering & Refreshment 250

    Tea

    Coffee

    Water

    Juices

    Snacks

    Total Expenditure

    Balance 625 -975

    TAKE 5 EASY STEPS APPENDIX 11

    COMMUNITY LEARNING EVENTBUDGET PLAN 1

  • Income Funds Expenditure Total

    ACL 1,500.00 Venue hire

    Equipment/Facilities/Resources

    Local shop 100.00 Screen

    Projector

    Camera

    Facilitators Fee

    Certification

    Transportation

    Admin costs

    Pens

    Paper

    Inks/Printing costs

    Hospitality

    Catering & Refreshment

    Coffee

    Tea

    Water

    Juice

    Snacks

    Crockery

    Cleaning agents

    First Aid

    Total Income 1600.00 Total Expenditure -xxxxx

    Balance xxxxx -xxxx

    COMMUNITY LEARNING EVENTBUDGET PLAN 2

  • + Exciting opportunity to sample new ideas and try out new things+

    + find out more about your local area +

    + free lunch +

    + automatically entered into a prize draw +

    Who

    A keen group of enthusiastic individuals from various communities and backgrounds are

    currently participating on a Community Development Training course in conjunction with

    Warwickshire Community and Voluntary Action. We are organising three events with the

    support of local community groups and organisations at Rugby, Nuneaton and Atherstone.

    Why

    You will have a great time, learn about new things and have the chance to sample different

    food, find out about safety around the home, volunteering, crafts, recognising your skills

    and qualities to name just a few. There will be friendly welcome and if youre feeling nerv-

    ous about coming on your own, phone a friend and bring them along. Remember to in-

    clude them in your booking. Bring your friends along in any case again, please remember

    to book them in. There will be volunteers to help you feel looked after and safe.

    What

    Come along to experience a wide variety of taster sessions to whet your appetite and intro-

    duce you to new exciting experiences such as healthy Indian snack food, paper craft, learn-

    ing courtesy phrases in a couple of community languages and a couple of others.

    Where and When

    Rugby (Warwickshire College), Tuesday 14 May 2013 9.30am 14.30pm lunch included.

    For those who dont have a car, or dont drive, there will be coach to take you to the Col-

    lege. It will leave the Benn Hall at 9.00 and leave the College to return to town at 2.45 at

    the end of the event. First come, first served!

    TAKE 5 EASY STEPS APPENDIX 12

    TO BOOK YOUR PLACE AT THIS EVENT CONTACT: RUGBY 01788 123456