7 Setting Up a Session

Structure

Facilitators should enter the session space or join the online platform at least 15 minutes early. This will allow you to test your technology and greet early arrivals. A typical one hour Rock the Boat session is structured roughly as follows:

• Introduction (5-10 minutes)
• Scene Viewing (10 minutes)
• Small group facilitated discussion (20 minutes)
• Reconvene for discussion and debrief (15-20 minutes)
• Feedback (5 minutes)

Online sessions

You will likely want to turn on a waiting room to prevent participants from entering while you’re setting up. You should also set up and plan your breakout rooms beforehand and ensure that other organizers and facilitators have host privileges.

To ensure an optimum screening experience:

If a participant is having issues viewing the scene while you stream or if your internet connection is unstable, you may find it preferable to share a link to the video of the scene and ask participants to watch it on their own computer instead of streaming it then return to the session.

• Check the share computer sound and optimize screen sharing for video clip options if using Zoom
• Test that everything is working before the session begins.
• The scenes already have hard coded captions, so do not turn on captioning.
• Close all background applications.
• Ask participants to turn off their audio and video while watching the scene.

In-person sessions

Ensure that the space is set up in such a way as to increase accessibility, including allowing for easy transition to and from small group discussions. Several important considerations follow, but this is not a full list of relevant considerations:

The session organizer should communicate any accessibility needs participants may have expressed beforehand; however, it is important to take steps to ensure session accessibility regardless. Participants should not need to disclose sensitive medical or other personal information to access the session.

• There should be clear signage identifying the location and directions.
• The space should be well-lit, and the projection screen should be visible from all seats.
• Limit unnecessary background music.
• Identify the location of electrical outlets in case a participant is using an adaptive device.
• Arrange the space so that there are barrier-free pathways with no loose cables across them.
• The aisles and seating should be wide enough to accommodate wheelchairs/scooters.
• If using nametags, consider pre-printing names or having a session organizer/facilitator fill them out as participants arrive on their behalf.

If possible, having separate rooms for each small group is helpful, especially for larger sessions or sessions with mixed participants. This will increase the time to transition between large and small groups but will increase participant safety by decreasing the likelihood of participants overhearing sensitive information from other groups. This can also increase the accessibility of the session by decreasing the ambient noise and distractions.

Before participants arrive, set up and test any equipment needed for the session. If there are participants joining virtually, communicate with them to ensure they are set up to be able to fully participate in the session.