Policy Dialogue Preparation and Facilitation (EVIPNet Europe)

Define clear objectives for the policy dialogue

Keep goals specific, measurable, and time-bound.

Map relevant stakeholders and organizations

List stakeholder names, roles, and contact details

Include decision-makers, advisors, and affected groups.

Select core participants and observers

Limit core group for focused discussion; invite observers as needed.

Draft a concise agenda with time slots and goals

State expected outcomes for each session item.

Prepare a short plain-language evidence brief

Summarize key evidence in 1–2 pages with clear takeaways.

Send agenda and evidence brief to participants at least 1 week before

Assign a neutral facilitator and a note-taker

Choose someone skilled at managing discussion and time.

Create a facilitation plan with key questions and time checks

List prompts to steer discussion toward decisions.

Book venue or set up a reliable virtual meeting platform

Test audio/video and screen-sharing 24 hours before

Run a full tech rehearsal with at least one participant.

Confirm accessibility needs and accommodations

Include language support, captions, and physical access.

Prepare participant handouts and visual aids

Keep slides simple and shareable in advance.

Establish ground rules and confidentiality expectations

Clarify speaking order, time limits, and sensitive info handling.

Start the meeting by stating objectives, roles, and expected outcomes

Facilitate focused discussion and manage time

Use prepared questions and redirect off-topic conversation.

Summarize decisions, assign action owners, and set deadlines

Record clear owners and next steps during the meeting.

Send a written meeting summary and next steps within 3 days

Include decisions, owners, deadlines, and follow-up date.

Track assigned actions and schedule follow-up check-ins

Use a simple tracker and set reminders for owners.

Collect participant feedback and note lessons learned

Use a short survey to improve future dialogues.