Conference Facilitator Notes

Conference on Integration:

Learning from policy and practice

Participants to get a programme without facilitating notes

 

DAY 1

 

9.00 – 9.30          Registration

 

Registration. Participants pick up badge with their name, country and an anonymous number written on it. Registration team will also collect their preparatory work if available (making sure this is marked with their name/number) and any expenses claim forms/receipts.

 

Room preparation. Main room to be laid out with 6 round tables, wedding style. Each table will have a flip chart and flip chart pens. There will also be red and green post-it stickers on each table.

 

Sitting arrangement. There will be tables with French as the working language and tables with English as the working language. Participants to be equally divided between these tables in advance with named places. 

 

Self service in the plenary hall. Conference participants will pick up the following: final summary programme; plain paper; pen; summary of conference participants; any venue information required.

 

 

9.30 – 10.15      Welcome and introduction to conference

-        Speaker One

-        Speaker Two

-        Speaker Three

                                     

Explanation of Roles of Rapporteur, CONFERENCE FACILITATOR and Participants

Rapporteur to include brief explanation of conference format and programme

 

CONFERENCE FACILITATOR to tell participants that this will be an interactive conference and to include practical details, seating arrangements, and request that people to write their badge number next to any written comments they make throughout the two days. The role of participants: contributing, sharing, listening. Mobile phones to be turned off. Breaks. Confirm table facilitators and note-takers through roll call. Roles of Table Faciliators and Note-Takers.

 

10.05-10.15

Aim: To warm up the participants.

Preliminary interactive activity. EXPECTATION exercise.

CONFERENCE FACILITATOR will request that participants write down one thing that they hope to gain from the conference on a post-it sticker (helpful if they included their badge number but not mandatory) and ask the participants to stick this on a specified board at the podium. CONFERENCE FACILITATOR to pick up some stickers and read them out loud. Make some general comments.

   

10.15 – 13.30       

 

 

PART 1: ARRIVAL AND RECEPTION

 

 

10.15-11-15     

Rapporteur PRESENTS MAIN CONCEPTS (5 min)

CONFERENCE FACILITATOR: Open for short questions, clarifications etc.

Aim: To involve all participants from the start and to signal that this is a different type of conference from what they might be used to, with interaction throughout. This will also be a chance for everyone to contribute with a concrete “pet” project or initiative that they know about and to start reflecting on its critical success factors. The post-it labels and Note Taker’s notes will also be useful input to Rapporteur’s report.

 

Activity 1: Discussion starter (30 minutes)

CONFERENCE FACILITATOR will ask participants to (individually):

(i) briefly describe a positive contribution made by local/regional/national authorities which helps to integrate and empower migrants in their experience on a green post-it sticker; and

(ii) briefly describe a local/regional/national policy contribution that may hinder the integration and empowerment of migrants in their experience on a red post-it sticker.

 

IMPORTANT: One contribution per post-it. Each person can contribute more than one post-it each, providing they limit themselves to one contribution per post-it.

 

Participants will then be invited to stick their post-it stickers on the flip chart stand available at their table. Red post-it stickers on one side, and green post-it stickers on the other.

 

Activity 2: Group discussion at each table

CONFERENCE FACILITATOR will ask participants to discuss the contributions made on the post-its.  Each group should:

(i) group similar contributions together,

(ii) ask for further information on any written contributions which are not clear, and

(iii) consider whether they think the ideas suggested would have the same effect in their local context, and if so, why; if not, why not?

 

Note-Takers at each table to take notes. Aim of the Table Note-Takers is to capture discussion in order to provide input to Rapporteur’s report.

Table Facilitator at each table to facilitate discussion. Look at points ii and iii above. Try to make sure that all participants get a chance to contribute.

 

OPTIONAL: ANYONE WANTS TO SHARE A CONTRIBUTION WITH THE REST OF US?

 

11.15-11.35      Tea/Coffee break.

Gentle reminder when Activity 3 will start.

 

11.35-12.35             

Aim: Aim of panel:  To enable whole conference to have a shared discussion about one particular context. Opportunity for participants to ask questions regarding the case from City X.

 

Activity 3:          Panel   The City X Experience

                        Theories and principles informing the City X’s strategy on promoting interaction, (20 min)

 

                        Interaction strategy, policies and practice of City X, (20 min)

 

80 min               FACILITATED PLENARY DISCUSSION

Questions from participants, with responses from appropriate panelists.

 

Wrap up and reminder to participants that the conference will commence promptly at 15.00 by CONFERENCE FACILITATOR. Take your stuff with you because we will be moving you for the afternoon session.

 

 

13.30- 15.00      LUNCH

 

No room preparation. Retain sitting arrangement from the morning session (6 tables, divided by working language).

 

 

1500-17.30      

        

 

PART 2: Encouraging interaction between migrants and local communities

 

 

15.00-17.30                 

 

RAPPORTEUR PRESENTS MAIN CONCEPTS (15 min)

Aim: To collect good examples of activities and opportunities from the experts.

Activity 4: Introduction to the topic by Rapporteur

 

Participants meet in main hall. English speaking participants will be divided into two groups. French speaking participants will be divided into two groups too.

 

IN SMALL GROUPS: BRAINSTORMING IN SEVERAL PARTS

1. One English/French table start by brainstorming regarding activities creating empowerment. Write answers on flipchart.

2. The other English/French table start by brainstorming regarding activities creating positive interactions. Write answers on flipchart.

 

16.00-16.30      Break 

Gentle reminder when Activity 4 will continue in the main hall.

 

16.30-17.15                

                          Activity 4 (cont.)

Instructions to be given by CONFERENCE FACILITATOR for following activity.

 

IN SMALL GROUPS: BRAINSTORM IN SEVERAL PARTS:

1. One English/French table starts by brainstorming regarding success factors for these activities. Write answers on flipchart.

2. The other English/French table starts by brainstorming regarding pitfalls for these activities. Write answers on flipchart.

3. Each group SWAPS TABLES with another group speaking the same language, with the following group discussion able to “piggy-back” on the previous brainstorming session i.e. comment the first session’s results.

4. Comment on flipchart. Use a different colour.

 

17.15-17.30      

                              Activity 4 (cont.)

                        Each person to make one individual recommendation to an official body.

 

17.30-18.00     

                              Debrief by CONFERENCE FACILITATOR.

                              Comments by Rapporteur. Summary. Brief mention of planned programme for Day Two.

 

18.00                    End of the 1st day

 

Room preparation for Day Two

 

6 tables, flip charts and marker pens on each table.

 

Three tables marked “English working language” and three tables marked “French working language”. 6 Flipcharts, each with one question only, written in English and French, on it for the World Café activity.

 

Saturday, 17 October

 

Sitting arrangement. Random, but according to working language.

 

9.30 – 10.00     

      Welcome and Introduction to Day Two:

(CONFERENCE FACILITATOR starts at 9.45)

 

10.00-13.30      

        

PART THREE Building a sense of belonging and shared identity

 

 

10.00-10.30      

Aim: To incorporate the latest research in the field into the conference discussion

Activity Five.    Short presentation as a discussion starter by Rapporteur

 

10.30-10.45     PLENARY Q & A

 

10.45– 11.05   Tea/Coffee break

 

11.05-11.20      INTRODUCTION to the WORLD CAFÉ CONCEPT

 By CONFERENCE FACILITATOR

 

11.20-12.20  Start World Cafe

English speaking tables to work and move between questions 1,2 and 3.

French speaking tables to work and move between questions 4,5 and 6.

 

12.20-13.20 Continue World Cafe

English speaking tables to work and move between questions 4,5 and 6.

French speaking tables to work and move between questions 1,2 and 3

 

13.20-13.30     

                              Debrief, Rapporteur. Participants to be reminded that we will start promptly at 15.00.

 

13.30- 15.00       Lunch.

 

15.00 – 17.30   

 

Sitting arrangement. Participants are seated at 6 tables (from the morning’s world café). 3 tables with French only speakers, 3 tables with English only speakers.

 

 

PART FOUR. Addressing the challenges and dilemmas which may inhibit progress.

 

 

15.00-16.0           

    Activity 6 Rapporteur to introduce the topic briefly.

 

CONFERENCE FACILITATOR will invite participants to individually reflect on a challenge or dilemma that they have faced.

They will then be invited to discuss the issue two by two.

They will be invited to form groups of four: each participant summarises his/her partner’s challenge/dilemma and makes it known to the group of four.   

 

Group members can ask any questions that they wish about the situations shared by individuals to improve their understanding of the challenge or dilemma.

 

GROUP EXERCISE :HOW BEST TO ADDRESS THESE CHALLENGES/DILEMMAS?  

Group should agree between them on the principles based on their collective experience which may help to address these challenges/dilemmas. WRITE PRINCIPLES ON FLIPCHART.

 

DISCUSSION OF PRINCIPLES IN PLENARY

 

16.00-  16.30    Break  

                        Reminder regarding when we will resume the conference.

 

16.30 – 17.30   Recommendations to Policymakers

Based on their experience at this conference overall, CONFERENCE FACILITATOR will ask participants to make recommendations: what one recommendation would they make to policymakers to improve the empowerment and integration of migrants? 

They are asked to write down their one main recommendation on a post-it sticker. Stickers are then stuck to the table’s flip chart.

 

Group discussion in plenary

 

17.30 – 18.00   CLOSING SESSION

CONFERENCE FACILITATOR returns to the participants’   expectations to the conference and debriefs in plenary.

                              Conclusions of the rapporteur

                             

                              Close of conference