SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
Facilitation
Cards
for event mapping session
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
FACILITATOR PREFACE
� Trust the process; it works in different event
designs and has proven its success in different
groups around the globe. It will also work for you.
� Prepare yourself; as the facilitator you need to
lead the team. Be at least one step ahead of the
process, be sure you know what is on the next
card in order to be able to give good guidance.
Facilitation Card Counter
TIP
� Be aware of your role; do not try to
facilitate AND contribute to the process
at the same time.
� Your team is depending on you; be strict
and follow the script and be directive.
� Read out each card to the group, then
everybody has the same information.
©2015 | #EventCanvas
00 Facilitator Preface
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
Stakeholders
Make a long list of stakeholders. Take a flip-over
sheet and write down who has something at stake
on Post-its. Everybody contributes. Keep in mind, it is
like brainstorming. Do not get tempted to discuss the
validity of a stakeholder.
Question to ask:
� Who has something at stake at this event?
Facilitation Card Counter
5 minutes
©2015 | #EventCanvas
01
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
From the long list, start the discussion which of these
stakeholders is the most important one and start prioritizing
the stakeholders. Make a numbered list on a flipchart and
put the hierarchy of stakeholders next to the numbers. 1
is the most important. You need at least 2 stakeholders to
have an event.
60 seconds
Priority
Stakeholder
#1
Meeting Owner
#2
Participant
#3
Sponsor
#4
etc.
Questions to ask:
� Who could pull the plug on this event?
� If this stakeholder is not present will the event not happen?
� Is this stakeholder a target or…
Facilitation Card Counter
©2015 | #EventCanvas
02
Stakeholder
Hierarchy
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
The more time you dedicate to this event design the
more stakeholders you can map and convert into a
design. The more extensive you will be designing the event,
the better funded the decision is that you take.
©2015 | #EventCanvas
03
Stakeholder
Hierarchy
# of
stakeholders
2 hours
3 hours
4 hours
Questions to ask:
� How much time do we commit to designing this event?
� Does that time justify what is at stake for this stakeholder?
Facilitation Card Counter
2
3
4
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
VALIDATE WITH YOUR TEAM:
Are we clear on choice of stakeholders to map?
Identify the event owner and the subsequent most important
stakeholder(s) you committed to map in the previous step and
plan the time you need.
Questions to ask:
Questions to ask:
� Who could pull the plug on this event?
� Have you planned your time?
� If this [stakeholder] is not present the event will not happen?
Every stakeholder analysis takes ± 60 minutes.
� Is this stakeholder a target or …
Facilitation Card Counter
2 minutes
©2015 | #EventCanvas
04
Select stakeholders
to map
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
01. Facilitator assigns the roles and hand out respective role cards.
02. Create an “IDEA Quarantine” to park ideas, formats, solutions.
03. Keep time - limiting time is a very effective tool to pace the group through the design.
- Plan out your timeline on the Event Wallpaper. Use the timeline & plan your team’s time to
make sure you use your time efficiently and you stay on track.
04. Record outcomes - take a photo or make a short recap video after each canvas is completed.
You are now ready to start.
Facilitation Card Counter
©2015 | #EventCanvas
05
Set up sequence
Follow the steps
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
5 minutes
Every stakeholder requires a set of two Empathy Maps and one EventCanvas or one
EventWallpaper. Hang them at eye level from left to right as indicated above against a wall
or window. Take one stakeholder to empathise with at the time, do not try to make shortcuts.
The value of this process is in allowing your team the time to understand this stakeholder.
If you have more stakeholders to map, repeat the process. See card 38 for an overview.
Facilitation Card Counter
©2015 | #EventCanvas
06
Stakeholder Analysis
Preparing to design
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
Fill out the header and check the box.
Event Name
Working title for the event
Designed for
The organisation this event is being
designed for
Stakeholder
The perspective you are designing now
(eg. Event Owner)
Designed by
You & your team members names
Date
Today’s date
Version
For example version 1.0
©2015 | #EventCanvas
07
Fill header Empathy Map
Pre-event
fill in orange items
You can add a picture of the middle of someone who reminds you of the stakeholder.
Facilitation Card Counter
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
©2015 | #EventCanvas
08
Fill header
#EventCanvas
fill in orange items
Event Name
Designed for
Stakeholder
Designed by
Date
Version
Working title for the event
The organisation this event is being
designed for
The perspective you are designing
now (eg. Event Owner)
You & your team members names
Today’s date
For example version 1.0
The title of your event for now is a working title. Do not debate.
Just find a title which best describes your event. Keep it simple.
Facilitation Card Counter
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
Fill out the header and check the box.
Event Name
Working title for the event
Designed for
The organisation this event is being
designed for
Stakeholder
The perspective you are designing now
(eg. Event Owner)
Designed by
You & your team members names
Date
Today’s date
Version
For example version 1.0
©2015 | #EventCanvas
09
Fill header Empathy Map
Post-event
fill in orange items
You can add a picture of the middle of someone who reminds you of the stakeholder.
Facilitation Card Counter
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
STEP 1
Pre-event Empathy map
Facilitation Card Counter
I
STEP 3
Create EventCanvas
STEP 2
Post-event Empathy map
©2015 | #EventCanvas
10
Ready to start Empathy Map
Pre-event
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
STEP 1
Pre-event Empathy map
Facilitation Card Counter
STEP 3
Create EventCanvas
STEP 2
Post-event Empathy map
©2015 | #EventCanvas
21
Ready to start Empathy Map
Post-event
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
STEP 1
Pre-event Empathy map
Facilitation Card Counter
STEP 3
Create EventCanvas
©2015 | #EventCanvas
25
Ready to start
the EventCanvas
STEP 2
Post-event Empathy map
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
©2015 | #EventCanvas
38
Congratulations!
You have completed this stakeholder.
Have you completed all the stakeholders
you aimed to complete?
Repeat step 6 t/m 37
for other stakeholders
you aim to complete.
Return to card 06.
Facilitation Card Counter
NO
YES
It’s time to merge all
stakeholders into one
EventCanvas.
Move on to the next card.
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
You are now ready to combine the various stakeholder
perspectives into one EventCanvas. Be concise in
the number of Post-its you add to the consolidated
EventCanvas.
Start by making a legend of the Post-it
colours used per stakeholder.
Facilitation Card Counter
©2015 | #EventCanvas
39
Merge stakeholders
into one EventCanvas
SAMPLER SET - ORDER FULL COPY AT WWW.EVENTMODELGENERATION.COM/SHOP
Credits
EventCanvas created by Ruud Janssen & Roel Frissen
Text & format Roel Frissen & Ruud Janssen
Visuals Dennis Luijer & Event Model Generation, noun project
Graphic Design SPRESSO.nl
Empathy Map Courtesy of Xplane
version 1.0
Based on the EventCanvas - available under Creative
Commons 4.0 license. These facilitation cards are
published under copyright and may not be reproduced
or altered without the express permission of the authors.
©
©2015 | #EventCanvas
46