Aim
- Training workshops: Transfer knowledge on the operation, implementation, maintenance and benefits of Green Infrastructure (GI) in urban areas.
- Exchange workshops: Sharing experiences between different local actors regarding green infrastructure, in order to encourage reflection, learning and adoption of GI, including obstacles or difficulties that may have limited GI adoption in urban areas (and ways to overcome them).
Description
Workshops refer to a certain teaching methodology that allows the exchange of knowledge and experiences in a theoretical and practical way. Therefore, IV training workshops are a tool for participants to take ownership of the learning from the reflections and discussions around the benefits and obstacles of IV. The intensive and collaborative work during a workshop can result in a good basis for working together and contribute to forming strategic alliances.
Steps
1. Definition of objectives
Define clear and realistic workshop objectives that justify strengthening knowledge and exchange of experiences.
SEE-URBAN-WATER held an IV workshop with the following objectives:
- Transfer knowledge on the benefits, operation and maintenance of IV.
- Promote the participation of experts to nurture learning in the exchange of IV experiences at the municipal level.
- To capture knowledge on obstacles and difficulties in the implementation of IV at the urban level.
2. Participants to be convened
Identify potential participants according to the objective of the workshop. Homogeneity of participants facilitates similar views, while heterogeneity enriches the exchange of knowledge and experiences among the group of actors.
SEE-URBAN-WATER defined the heterogeneity of the group of participants with respect to the following criteria:
- The relevant position of the person (public or academic authority) with decision-making and influencing capacity within the institution, as well as the level of command.
- The participant’s previous experience and knowledge of IV (either through academic research or the implementation of IV in his/her canton).
3. Budget
Define the budget for the workshop in order to define its duration and the number of participants.
The appropriate number of participants depends on the dynamics, duration and cost-benefit ratio to be applied in the workshop. See example table. For a participatory workshop, the ideal size is between 10 and 20 people. Workshops with a larger group of participants run the risk of reducing the time available for active participation and knowledge sharing. Here it is very important to include and organise social integration events (lunches, dinners together, excursions) which should be considered in the budget planning, as such activities will allow for further reinforcement of social encounters for knowledge exchange.
| Item | Number of persons | Number of days | Budget per person | Total budget |
| Accommodation | ||||
| Food | ||||
| Transport (air, land, excursion, etc.) | ||||
| Materials and photocopies (markers, cards, notebooks, pens, etc.) | ||||
| Gifts or prizes | ||||
| Room rental | ||||
| Other services (such as internet connection, translation, etc.). | ||||
| Improvised | ||||
| Total expenses |
SEE-URBAN-WATER: Based on this budget, SEE-URBAN-WATER set a maximum number of 12 participants for a 1 week workshop, among which:
- 7 participants with an academic profile ( 5 members of the SUW group, 1 master’s student in environmental engineering and the Director of the Centre for Research and Studies in Sustainable Development of the University of Costa Rica (CIEDES-UCR).
- 5 participants with institutional and municipal profile (Director of Urban Development, Coordinator of the Works Unit, Head of Environmental Protection, Vice-Ministry of Water and Seas of the Ministry of Environment and Energy, and the Director of the Institute of Urban Planning and Housing).
Options to reduce budget: In case of a limited budget, the possibility of holding such a workshop virtually can be considered, which would save costs for accommodation, travel and stay of the participants. In this case, the costs of the organising group remain the same, which can be:
- Costs for the workshop platform (use of virtual platform: Zoom, Cisco Webex Meetings, Microsoft Teams, etc.).
- Costs for workshop preparation (use of virtual platform for more advanced questionnaires: Survey Monkey, LimeSurvey, etc.).
- Salary of the organisers.
- Organisers’ logistics.
4. Content and agenda building
Brief the participants to define the knowledge to be transmitted and their concrete contributions. It is essential to define the content of the workshop in such a way that it motivates and meets the needs of the participants.
SEE-URBAN-WATER developed the following steps to define the content of the workshop and the knowledge to be transmitted:
- Informing the selected participants about the objective of the workshop and possible ways of collaboration. Each participant was given a space for their own presentation on a topic of their choice. For example: technical and non-technical design of IV, policy instruments, economics of IV, etc.
- Organise an agenda based on the proposed topics (similar topics on the same day).
- Share the agenda with the participants.
5. Convocation
Coordinate the date of the workshop with the participants and send the invitation letters to the participants.
SEE-URBAN-WATER sent formal letters with the dates, location, and objective of the workshop to participants outside the country. These letters facilitated their entry into the country (Germany).
6. Workshop logistics
Organise logistics and monitor the budget.
SEE-URBAN-WATER organised the following activities prior to the arrival of the participants.
- Booking of hotel, restaurants, activity room, and airline tickets.
- Printing of materials for the event.
- Assigning people responsible for the reception of participants at the airport, hotel, and other activities.
7. Information management
Pre-workshop contact with participants
It is advisable to contact participants about two weeks before the workshop to inform them about logistics, programme and any unexpected changes
SEE-URBAN-WATER communicated with the participants to inform them about all arrival and reception procedures. Here we also proceeded to the creation of a group on a digital platform for their continuous communication, be it questions or suggestions, and other information such as suitable clothing for the climate of the workshop venue.
Results
- Training of key actors on relevant topics to improve the impact of the project and the ownership of local actors of the project.
- Exchange of knowledge and experiences with IV.
- Collection of information related to good practices and IV barriers in the urban area.
- Establish personal contacts and prepare strategic alliances with mutual commitments to ensure the sustainability of the project over time.
Rules
- Check if the selected group of participants is suitable for the achievement of the workshop objectives. Be careful not to focus only on academia or public institutions; at other stages, it may require private companies or politicians, for example.
- Include participants during the organisation process by asking them to collaborate as presenters capable of conveying information.
- Make sure that all participants are informed in a timely manner about the organisation of the workshop.
- Organising the workshop is easier if you have a detailed plan of the tasks, budget and information you want to convey.
Scopes and challenges
- Even if you have a detailed workshop plan, you have to expect unforeseen events and changes. A participant may not be able to attend on that day, or the start time of the workshop may need to be changed, or the audio-visual tools for the presentation may not work. It is therefore important to have a plan B and to have flexibility for any necessary adjustments.
- With a sufficient budget it is possible to hold the workshop in special venues including different social activities and to invite participants free of charge. This increases motivation to participate and commitment.
- Each case is different. There are cases where the necessary budget can be calculated according to the objectives set, and sometimes the existing budget makes it necessary to adjust aspects of the organisation (duration and number of participants). But in any case, it must be ensured that the objectives of the workshop are met.
References and Additional Information
How to run workshops – A practical guide for trainers WWF Colombia (World Wide Fund for Nature)