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If THE PLANNING AREA IS VERY LARGE OR MANY ~ . .. ones will be needed. Lodging for the out-of-town partici- pants, people who can serve as guides for the field recon- naissance, and provisions for food and beverages at the workshop site will all be needed. Make arrangements for planning teams to visit specific sites or meet with key indi- viduals during the workshop. Slides, photographs, sketches, and maps that document the area's characteristics can be collected. STEP 7 Draft a workshop agenda. Having a fairly detailed plan for what will happen during the workshop (even a tenta- tive one) will greatly assist preparation. A suggested agenda is described in the next section of this docu- ment, and is reprinted on pages A-I? and A-lB. The draft agenda should include behind-the-scenes activities, like a daily one-hour debriefing meeting with facilitators and recorders. AT LEAST THREE i\IOI'\THS BEfORE THE WORKSHOP STEP B Find and invite planning team members. The preliminary list of needs and issues (drawn up during Step 5, above) will be an invaluable guide. All types of technical experts that could work to professionally resolve the issues should rl . ,~i : ' /", . ~.",~.,~.' be invited, along with any agencies and groups that may be able to help implement the solutions later. Each person invited should indicate the planning team on which he or she ",,'ishes to serve. People, agencies, and groups \',,'ith rele- vant expertise should not only be iuvited, but also con- sulted beforehand to see if they have pertinent data on hand, ongoing programs, publications, or ideas that can contribute to the workshop (see letter on pages A-II through A-13). They should be contacted personally so tbat their questions can be answered and to be sure that they understand the nature of the workshop and how impor- tant their participation is to its success. A list of the planning teams, the members of each team, and other potential participants should be kept cur- rent. A comprehensive list of the names, addresses, and phone and fax numbers of all the participants should be assembled and continually updated. The special needs, if any, of all participants should be determined and noted. Filld and invite experienced, neutral facilitators. Facilitators are people \"rho have received specific training in helping groups move through a problem-solving process to reacb an end goaL They are neutral and hence do not eval- uate ideas or offer their own. One facilitator will be needed for each small-group session, and a few extras should stand by in case additional groups are formed at the last minute. Some federal and state agencies have experienced facilita- tors on their staffs; they also can be found in private firms. .