> zluc-nyc-2024 > Meeting Roles

Meeting Roles: Facilitator

Thanks for volunteering in this role! Your job is to:

Help assign roles

Make sure you have a vibe-watcher, note-taker, and time-keeper. Agree on signals to alert you on things like time checks.

Help shape a plan for your group’s time together.

You might do a round of brief introductions or have people introduce themselves when they speak.
Ask people to share what they hope to get from your time together to generate a list of topics or questions

Conversation Flow

Call on people who raise hands to speak, and keep a “stack” (order of speakers). Vibe-Watcher can help.
Encourage (but don’t require) quieter folks to contribute; ask frequent contributors to hold comments to allow others to speak.
Keep the conversation on topic: “Thanks for that observation, comrade. Let’s come back to that after we address the current question.”
You can add to the conversation, but your main task is to maintain flow. Silence and pauses are ok.

Meeting Roles: Timekeeper

Thanks for volunteering in this role! Your job is to:

Note when the session is supposed to begin and end. Schedule: https://bit.ly/zluc2024
Use a timer to make sure the session wraps up at or before the scheduled time. This usually means pausing the conversation about 5 minutes early.
Agree on a signal (holding up a hand) for time checks.
Sometimes sessions break into small groups for part of the discussion, so you will keep time for those as well.
Bonus vibe/facilitating duties: If a particular person or conversation topic are taking up most of the time, support the facilitator in offering a time check.
Example: “Comrade, I note that we have about 15 minutes left, and we haven’t had a chance to discuss [topic].”
Keeping to time in shared programs is a feminist and generous practice. Thank you for helping with this!

Thanks for volunteering in this role! Your job is to:

Take notes in the shared document about topics, ideas, and questions that arise during your session.
Notes pages linked from here: https://bit.ly/zluc2024
Note taking is NOT transcription– you don’t have to capture every word.
More than one person can take notes!
It’s fine to type into the shared doc as you go, or take notes offline (or even, gasp, by hand) and add later.
Ask before adding identifying info.
It’s ok to ask for clarification or extra details but it’s better to let the conversation flow than to worry about getting perfect notes.
If “action items” come up (anything your group wants to make happen after the session, such as questions to address, zines to make, friendship bracelets to trade), please read them back out before the end of the session to make sure tasks are assigned if needed.

Thanks for volunteering in this role! Your job is to:

Support conversation flow by helping facilitator maintain the order of speakers (“stacking”).
Stay tuned to potential conflict, tensions, or frustrations that arise. For example: tense body language (arms crossed), miscommunication, raised voices, aggression or disrespect, personal or negative comments, disruptive side conversations.
Work with the group to address tensions directly if needed, or redirect conversations if appropriate.
If you perceive tiredness or low energy, like people getting antsy in their seats, it’s ok to suggest a group stretch or breathing. We are already awkward.
Invite any latecomers to settle in and catch them up.
You don’t have to make sure everyone is happy and having an amazing time.

Anyone in a session can call on the Care Team if needed. Info will be on cards in each room.