Preparation & Setup

Welcome to Workshop 1!

Now you’re ready to bring people together to build the strategy! This is the second phase of the Demand Strategy Builder process, and it’s a moment to agree on the key immunization problems the strategy will focus on. Workshop 1 usually takes two days, but the time may vary based on your preparation during Initial Insights.

Purpose

In this workshop, you’ll bring together key people such as local government immunization staff, local NGOs, healthcare workers, and community leaders to define the focus of your Immunization Demand Strategy.

What You’ll Achieve

By the end of Workshop 1, you will:

Confirm the priority locations and communities the strategy will focus on.
Finalise your strategy’s immunization objective.
Identify the main reasons or barriers why the priority communities have low immunization or don’t vaccinate (zero-dose).
Create a plan to collect additional qualitative data about your priority communities.

How it Works

You’ll organise and facilitate an in-person workshop with the decision-makers and workshop participants identified in Initial Insights (Module C). Workshop 1 has five modules that should be completed in order, as part of one workshop:

Module A: Validate
Module B: Who
Module C: Why
Module D: Her First
Module E: Field Plan

By the end of Workshop 1, participants will be ready to visit communities and gather data. After that, they’ll move to Workshop 2 to review the data and find solutions to the barriers.

To help you have a successful workshop, read the Workshop 1 facilitator’s guide before the workshop so you have everything printed and prepared!

🗃️ Tools Needed

(Ensure you print the relevant tools here, before Workshop 1 starts)

Online Tools

Data Presentation
The Facilitator’s Guide: This is what you are reading right now!
The Demand Strategy Template

Printed Tools

⚠️ IMPORTANT! Before Workshop 1 begins, you will need to print the below documents to use in the Workshop. Use these printing guidelines to print the below documents.

Workshop 1 Header Posters: at the start of each module, stick the relevant Header Poster on the wall. Place the posters side by side to track progress. Workshop 1 has five posters, one for each module, so at the end you will have five posters.
Workshop 1 Strategy Posters: this is where you will be documenting your demand strategy as you move through the modules in each workshop. The output of each module aligns with a section in the demand strategy template. The note-taker should ideally fill this up at the completion of each module. We have included prompts for you to fill this in along the way, so keep adding to it through Workshops 1 and 2.
Workshop 1 Table Worksheets: this is where you will be documenting your demand strategy as you move through the modules in each workshop. The output of each module aligns with a section in the demand strategy template. The note-taker should ideally fill this up at the completion of each module. We have included prompts for you to fill this in along the way, so keep adding to it through Workshops 1 and 2.
After Workshop 1, update the strategy template with your team. Keep adding to it during Workshop 2 until the final strategy is ready. Find the template in the online drive.

📅 Daily Agendas

Day 1: Confirm your problem and priority communities, and map barriers

Estimated time to complete: 8 hours (including lunch and tea breaks)

Day 2: Identify gender-specific barriers and prepare for the field

Estimated time to complete: 8 hours (including lunch and tea breaks).

🪑Preparation and Room Set-up

⚠️ CRITICAL, DO NOT SKIP THIS!

Before the workshop:

Finalise your facilitation team

It’s recommended to have your whole core DSB team at the workshops, so you have three to five people helping to coordinate the workshop, facilitate and document key decisions.
You will need two Lead Facilitators to guide the participants through the workshop moments, and to enable open group discussions and decision-making. The Lead Facilitators will need to lead activities from the front of the room and hand out posters/worksheets.
If possible, it’s also recommended to have other co-facilitators who sit at each table and support. If you have Table Facilitators supporting, ensure you run them through activities in advance so they know what to expect and how to support their tables through activities. If the workshop participants speak multiple languages, it’s best if you can use Table Facilitators who speak the local languages. This is particularly important for community members or local healthcare workers attending the workshop who may not be familiar with the facilitation language.
Have a note-taker to capture notes throughout the workshop on what discussions happen to help you understand how and why decisions are made. This will really help when it comes to developing the final strategy!

Prepare the workshop materials

On the day of the workshop, arrive early to set up a welcoming and organised environment. Position the registration area near the entrance with name tags and forms, and create a refreshments table with water, snacks, and essentials to keep participants energised.
Review the Workshop 1 Facilitator’s Guide (what you’re reading now) so you are familiar with the workshop activities and steps.
Print the Workshop 1 Tools (see above) and prepare the workshop tools and stationary based on the estimated number of participants. Bring extra, in case more people arrive!
Review the Introduction to DSB presentation to prepare slides:
- Remove the blue and yellow instruction boxes
- Prepare your facilitation notes
- If you prefer not to use a presentation in the workshop, you can print the slides or use another method to share the same information with participants.
Review your work from Initial Insights Module B: Data, and identify a way to share this data and decisions to the workshop participants.
- If you haven’t already, fill in the Data Presentation. This will be critical during Workshop #1 to discuss and review the prioritised locations and communities.
- Identify the best way to present the data. Choose the method that works best for you and the audience:
  - Presentation: If you have access to a projector or screen for the workshop, fill out this Data Presentation with the data.
  - Worksheet: If you will be running the workshop in a traditional, offline manner without a projector or screen, print the Data Worksheet to fill out with the data and distribute to workshop participants. You will need one per workshop table.

Plan the tables/working groups for the workshop

Review the number of participants confirmed to attend. Assume some flexibility in case additional come, or some drop out.
Based on the number of priority community groups for the strategy identified in Initial Insights, assign participants to a community group that they will focus on during the workshop. Assign them to groups relevant to them.
- For example, if you have four community groups and 20 participants, your seating plan may look like four tables, with each table focused on one community group and five participants per table/group.

Each table will focus on designing a strategy for their priority community group for the whole workshop. Where possible, aim to put participants representing that community within that group. For example, if a community leader and healthcare worker work within a particular community and are both attending, place them in their relevant community’s group.

ℹ️ Remember: The priority community groups may change during Workshop #1, so it helps to have an idea of what the groups may look like before you enter the workshop. Arrange tables in clusters for easy group work, with each table seating three to five participants.

On the day before the workshop: Set up the room

Step 1: Room set-up before the workshop

Main wall: The main wall is a central wall in the room that all participants can see. On this wall:
1. Set up a projector to present the Introduction to DSB Presentation.
2. Place all Workshop 1 Header Posters in sequence from Module A to Module E. Leave space below each poster to accommodate the Strategy Summary Posters at a later time.
Participant tables: Participants will be divided into groups during the workshop. Ensure each group’s table has:
1. Post-it notes to capture and move ideas between posters
2. Pens and markers
3. Small stickers (e.g. dot stickers) for voting on ideas
4. Tape and scissors
5. A4 size spare paper
Group walls (optional): If possible, assign some wall space for each group to put up their Table Worksheets during the workshop.
Facilitator table: Have a table on the side to store all Workshop 1 Strategy Summary Posters, Table Worksheets, and Prompt Cards organised by module so they are ready to be used at the right time.

Step 2: Room set-up during the workshop

Through each module, your room should look like this:

At the start of Module A: Validate

At the start of Module B: Who
Each table is given:
- One set of Prompt Cards: Who
- One Table Worksheet: Persona, either to be displayed on the participant wall or kept on their tables

At the start of Module C: Why
Each table is given:

- One set of Double-sided Prompt Cards: Why
- One Table Worksheet: Barriers, either to be displayed on the participant wall or kept on their tables
- During the module (Activity 2):
  Each table is given:
- One Table Worksheet: Barrier Prioritisation per table, either to be displayed on the participant wall or kept on their tables
- The Strategy Summary Poster: Health System Barriers (optional) is displayed on the main wall next to Module C: Header Poster
‣ Module D: Her First
At the start of the module:
Each table is given:
- One Strategy Summary Poster 2
- One set of the “Her First” Prompt Cards
- During the module:
  The Strategy Summary Poster 2 is collected back from each table and aligned with Module D’s Header Poster on the main wall. Each table will have their own version of Strategy Summary Poster 2, so if you have three community groups you will have three copies of Strategy Summary Poster 2 up on the main wall.
‣ Module E: Field Plan
At the start of the module:
Each participant is given:
- One Field Plan Pack (Each person should be given one of the following depending on who they will want to interview: caregiver pack, healthcare worker pack or community leader pack) for the upcoming data collection exercise

Step 3: Room set-up after the workshop

Main wall:
1. Header Posters for each module are displayed sequentially.
2. Strategy Summary Poster 1 from Module A (one copy) and Strategy Summary Poster 2 from Module D (copies based on the number of workshop groups/tables) are placed next to one another under the Header Posters.
Participant tables or wall area:
1. Each group should display their work on either a large table or on their own area on a wall.
2. The Persona, Barrier, and Barrier Prioritisation Worksheets are displayed. This will enable other groups to view and discuss the results of other groups.
3. Each participant will have their own copy of the Field Plan Pack to take with them.
4. All other worksheets can be cleared away. Remember to take a photograph of all worksheets before clearing them away.
5. Let’s make Workshop #1 inspiring, interactive, and fun! 🚀