Who:
Team members, alternates
Spokespersons
Resource personnel, including professional facilitator/s
Observers
Brief bios & specific role function, expertise, background
Where:
Location of site—Consider alternating b/t Agency and Tribe
Logistics & expenses, including meals, snacks, other
Breakout rooms for caucusing
Table and seating arrangements
When:
Dates, times, frequency, timeframe
Project completion date and other deadlines
Agenda & ground rules development:
How, when, who? Parameters of subject matter?
Rules of behavior and courtesy
Revisions and additional items
Decision-making:
Decision-makers present?
Ratification process needed outside table process?
Overall ratification
What are the “decision rules”? E.g., consensus, majority, a mixture?
Confidentiality issues
Records and information-sharing:
Confidentiality issues
What methods for official recording of process? What format?
How, when, & with whom will official records be shared?
Personal note taking
Notices (including proposed agendas) & schedules (Timely!)
Media:
Confidentiality & sensitivity issues
Press contacts & releases
Inquiries
Joint presentations
Process for table meetings:
Cultural considerations, e.g., opening & closing prayer
Seating configuration
Discussion format
Meeting roles, e.g., facilitators, chairpersons, timekeepers, note-takers, etc.
“Decision rules”
Breaking impasse – formal &/or informal processes & conditions
Dispute resolution agreement
Breaks