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Training Set-Up Checklist

Logistics Team:
People responsible for all things logistics for the training, including food, venue, housing, transportation, materials/tech, parking, and logistical support for trainer prep. Usually has one point person to coordinate all the moving parts.

Recruitment Team:
People responsible for recruiting people equitably to the training and following up to confirm they can attend. Usually has one point person to coordinate the team.

Set Up Support:
Keeps trainer team and host team on track of training set-up checklist. They provide support during the training and are the point person for training team and host team. For established hubs with a lot of training experience, this role can be from the hub. For hubs with less training experience, we can offer support to offer a Set Up Support.

Lead Trainer:
Is an experienced trainer. They create agenda and curriculum for the training, assign modules to trainer team, plan and run prep time, and run debriefs.

Trainer:
Has at least attended a Training for Trainer or has been an apprentice trainer. Has an adequate familiarity with training curriculum and Sunrise’s DNA.

Apprentice Trainer:
Has never trained before and would like to lead trainings at the hub and attend a training for trainers. They will learn new training skills and will train alongside trainers and the lead trainer.

Host Team:
Consists of the Logistics Team, Recruitment Team, and other high capacity volunteers within the hub, such as people offering supporter housing.

Hub Training Coordinator:
Is a long term role that is filled by a hub trainer or Set Up Support. They are responsible for knowing the needs of the hub and ensuring that trainings or workshops are scheduled to fill those needs. Like a spark that starts the fire, the Hub Training Coordinator begins the training set up process by convening the right people to the initial meeting. They are responsible for ensuring that all trainings and participants are registered on airtable.

The hub training coordinator will help set up the first meeting with the Set Up Support and people able to fill trainer team and host teams roles. The Set Up Support will ensure that the training is on track and that the host team and trainer team feel supported through the process. The Set Up Support will act as the go-between for communications between both the host and training teams which means they ensures that all logistics and recruitment information are being communicated to the trainer team and that trainer info is communicated to the host team. The host team and trainer team ask questions, air concerns, and provide updates to the Set Up Support.

If you follow the points below, your training should be smooth sailing! This guide is meant to help your team stay on track with their weekly recruitment, logistical and training goals.

Hub Training lead

  1. Start Setting up your host team (team descriptions below)
    1. Logistics team (1-2 people)
      1. Taking care of participants’ and trainers’ travel, housing, and food
      2. Booking training space
      3. Setting up or offering Participant Support
      4. Food
    2. Recruitment team (2-5 people)
      1. Reaching out to potential participants (i.e. email lists, friends, classrooms, hub, climate strike list, people walking in town) and getting them to sign up
      2. Spend time reaching out to communities that have traditionally been left out of the political process - in particular low income communities, black and indigenous communities, and other communities of color to invest in their leadership
      3. Keeping track of who has been reached out to and who has agreed to attend the training
      4. Confirming training attendance for those who have RSVPed
      5. Be a point of communication for attendees
    3. Trainers (2-5 people)
      1. A training team should have a lead trainer, 2-3 trainers, and 1-3 apprentice trainers
      2. For a hub with no trainers:
        1. Invite 1-3 people who would be interested in being an apprentice trainer. They will train alongside experienced trainers from other areas and commit to attending the next T4T they are available for.
      3. For a hub with no lead trainer:
        1. Invite interested trainers from your hub on to call. They will train alongside a lead trainer from another area or someone will be coached into becoming a lead trainer
        2. Invite 1-3 people who would be interested in being an apprentice trainer. They will train alongside trainers and lead trainer from another area
      4. For a hub with trainers and lead trainer:
        1. Invite lead trainer and trainers from your hub on to call
        2. Invite 1-3 people who would be interested in being an apprentice trainer. They will train alongside experienced trainers
      5. Trainers are expected to: practice and prep training and be fully present over the course of the training
  2. Set up call with training Set Up Support and host team and trainer team (Meeting #1 Agenda)
    1. You should aim to have all people who will be a part of the host team and trainer team on this call
    2. Set Up Support
      1. Walks you through the steps of setting up your training
      2. Determines training needs of your hub and help design an agenda
      3. Offers support in the way of answering questions, supporting accountability for the team
      4. Sets potential dates for training
    3. Who’s the Set Up Support?
      1. If your hub already has Set Up Support and trainers and has put on many trainings before, feel free to use the checklist as further guidance for a smooth training setup.
      2. If your hub does not have a Set Up Support and would like support, we will help assign a Set Up Support for your training to ensure a smooth training setup.

Logistics Team

  1. After your call, begin searching for a space for potential dates
    1. Guide contains: ideas for how to search for spaces and resources for selecting and booking locations.
  2. Track your search and potential dates: [Template] Training Space Search (make a copy of this spreadsheet)

Logistics Team

  1. Nail down training space for potential training date
  2. After confirming training space, inform Set Up Support.
    1. Set Up Support will then start to look for a trainer.
  3. Look for housing for participants and trainers
    1. [TEMPLATE] Housing Solidarity for Hosts FIXME
  4. Create sign up form for registering participants
    1. Participants will use the form to RSVP to the training
    2. The first people who fill out form will get to join training (depends on space capacity)
    3. For an orientation training, cap participant numbers to 35 people
  5. After you find a location, create a sign up, and Set Up Support finds a trainer, you officially have a training scheduled!
    1. *CRITICAL* Register your training here
    2. You are required to enter a registration form, a Set Up Support contact, and a lead trainer name to fill out the form
    3. The training will then show up on sunrisemovement.org/trainings!
  6. Create housing form to register and learn about the needs of participants who need housing
  7. Send Housing Needs form to participants who have marked in the Registration form that they need housing
  8. Start fundraising for your training

Recruitment Team

  1. Create Recruitment content
    1. Create flyers for training
    2. Create Event on social media
    3. Create follow up email for registered participants
    4. Use prophetic promotion!
  2. As a team, have conversation on intentional and inclusive recruitment and make sure your recruitment practice are inclusive to people in your area
  3. List people to recruit
    1. List 5 times as many people as you want at the training!
    2. Write down all the names of people you’d like to reach out to on your version of the [TEMPLATE] Recruitment Tracking Spreadsheet
  4. Start recruitment after training space nailed down!
    1. Talk in person/call with participants listed on spreadsheet
    2. Reach out to people wherever they are
    3. Send out recruitment form created by logistics team to register participants
  5. Send follow up email to confirmed participants asking participants to fill out logistics form by the end of the following day
    1. if they haven't filled out the form within two days, send a text message reminder

Trainers

  1. After training space and dates confirmed, Set Up Support reaches out to or recruits trainers to confirm that they can train at the training
    1. Set Up Support assigns lead trainer, trainer, and apprentice trainer roles, where it makes sense
  2. Lead trainer puts together script using Master Module Spreadsheet

Logistics Team

  1. Check in with Set Up Support (Meeting #2 Agenda)
  2. Continue working to finding and confirming housing for trainers and participants

Recruitment Team

  1. Check in with Set Up Support (Meeting #3 Agenda)
    1. make sure we are on track with training timeline.
    2. Inclusive recruitment: note which communities are included and which ones aren't. Is your recruitment matching your goal?
  2. Continued Active Recruitment
    1. Have called at least half the people you originally listed in recruitment tracking spreadsheet
    2. Update your Recruitment Tracking Spreadsheet throughout the process!
    3. Continued outreach to different places in your area

Trainers

  1. Lead trainer sends finalized script version with accurate slides to all trainers
  2. Trainer team and Set Up Support call #1 (Meeting #4 Agenda)
    1. Set prep time considering trainers needs/availability
      1. This can vary from 5 or more evenings in a row to two days!
    2. Skim through script
    3. Trainers ask questions to Set Up Support
  3. Lead trainer putting together prep schedule and pairing trainers
    1. Aim to send prep schedule and assign trainer pairs after call, considering availability of trainers

Trainers

  1. Lead trainer assigned trainer partners, which will do most of the modules together
  2. Lead trainer broke up script based on pairing and availability
    1. Updated in training version of [TEMPLATE] Trainer Prep Master Spreadsheet
    2. Those with more time should be assigned harder modules
  3. Lead trainer sent out an email with divided up script and prep schedule, making clear the expectation trainers be available for all prep

Note: If you do not have 10 confirmed participants, we highly recommend cancelling the training at this point and/or have a serious conversation with Set Up Support

Logistics Team

  1. Finalize housing for trainers and participants
    1. send confirmation emails matching hosts to participants/trainers
  2. Book travel for participants and trainers on a rolling basis of need according to form submission
    1. For reimbursements, have participants fill out this Reimbursement Form.
  3. Start getting supplies for the training
    1. Start checking what food prep materials you will need in the Food Prep Guide.
    2. Check with people in your community and partners for materials they can share before purchasing. Some items may also be available at the venue- check-in with venue host about what you are able to use!

Recruitment Team

  1. Finishing calling all people on recruitment tracking spreadsheet
  2. Continued recruitment until max # of participants for your space is reached, or until you reach 35 participants
    1. Add names to recruitment tracking spreadsheet and call them if max number of participants, or 35 participants, not reached
  3. Create Waitlist if you have reached room capacity, or 35 participants, but there are still people who want to register/attend
  4. Look at who’s registered and assess if it meets the goals of hosting an inclusive training
    1. For example, your demographics should reflect breaking segregation lines
    2. If you are not meeting your goals, make a plan with your Set Up Support to shift recruitment strategy

Trainers

  1. Trainer team and Set Up Support call #2 (Meeting #5 Agenda)
    1. Present detailed prep schedule
    2. Split up modules
    3. Partners break up sections
    4. Set debrief time for after training
      1. Ideally debriefs are in person together - make sure to factor that into your travel time!
  2. By this point, trainers are reading through and practicing assigned script sections (~1 hour per module)
  3. After practicing the module on their own, trainer partners run through script sections together as if training room full of people (~ 2 hour per module)
    1. Can be in person or virtually
  4. Lead trainer creates a draft participant packet

Logistics Team

  1. Send email to participants on training info
    1. Location, schedule, parking access, accessibility information….
  2. Send email to participants who need housing with housing info
    1. Housing support phone number, house location, parking access, pets, or other important information…
  3. Buy food for training
    1. It’s better to buy more food than not enough. You can than give the leftovers to participants
    2. Consider the dietary restrictions of your attendees according to your registration form!
  4. Have day of training logistics roles filled
    1. Meal Prep/Clean up, Coffee/Snack person, Participant Support, Runner, and lead logistics roles
  5. Make sure you have all the supplies for the training

Recruitment Team

  1. Call/text participants to confirm their attendance.
    1. Check if they know how they are getting to the training location!
  2. Share with lead trainer the full participant list,
    1. Include any information you have about how the participants might be arriving into the space

Trainers

  1. Trainer prep
    1. You will need to prep on your own and with the trainer team
    2. Time commitment:
      1. If you have never trained before, expect at least ~2 hour/module of practicing the module on your own, ~2 hour/module of practicing and running through the module with your training partner, and ~2 hour/module coaching
      2. Plan extra time for doing research and asking questions to your lead trainer if you are not very familiar with the content you’re training
    3. In person training can happen on two packed days or at many separate points over the week. At the end of the day, what’s critical is dedicating enough time for trainer prep to have a dope training
  2. Lead trainer, and whoever is coaching modules (if separate from trainers), introduces and encourages good training practices during prep, especially with apprentice trainers
  3. Lead trainer assigns trainers to evaluate and take notes during certain parts of the training day to make sure the next training day, and future trainings, are more amazing. We love feedback!
    1. Notes and evaluation can include noticing or feedback on the curriculum, participant comprehension, and/or trainers
  4. Lead trainer finalizes participant packet, with the help of trainer team

Logistics Team

  1. Bring needed materials to training
  2. Prepare scheduled meals (breakfast, lunch, dinner)
    1. Make sure to have enough food and consider dietary restrictions!
  3. Logistics team fills Meal Prep/Clean up, Coffee/Snack person, Participant Support, Runner, and lead logistics roles

Recruitment Team

  1. *CRITICAL* Have all participants fill out this form as they come into the training
  2. Take pictures throughout the training for your hub’s, or personal, social media

Trainers

  1. Train all day!
    1. Check in with participants throughout breaks, meals, etc
  2. Trainers evaluate and take notes on training and curriculum over the course of the entire training, as assigned previously
  3. Make sure to host Trainer Huddles!
  4. Have participants fill out evaluation form at the end of the training to help you improve future trainings

Logistics Team + Recruitment Team

  1. Send out an absorption email with pictures from the training
  2. Debrief with Set Up Support(Meeting #6 Agenda)
  3. Email naomi@sunrisemovement.org to retrieve your participant data

Trainers

Debrief with Set Up Support (Meeting #7 Agenda)

Please fill out this form to help us improve this checklist! Or drop comments in the discussion section. Thank you!