In this article, we explain what is expected of you when you are selected to coordinate a subcontracting opportunity for the association.
Although you may not intervene as a subcontractor for the association, it is highly useful to know our expectations as good practice that you can apply to your own opportunities.
Before the selection is made, the relations officer has framed a project and sent a commercial proposal tailored to the client’s needs.
It is on this basis that you intervene for the association.
👥 Contact the client
Carefully read the selection email as it contains information about the service (date(s), times, location(s), number and type of services, number of participants, special conditions indicated in the “additional information”).
Contact the client to discuss the intervention :
Logistics
Check that enough tables of the right size and shape are provided.
Check if you will have access to flipcharts/whiteboards for the discussion part
Check if you will have access to a screen/video projector
If the client also involves internal freskers, confirm that they have all the necessary supplies (cards, paper,…)
Services
Confirm the date & times
Confirm the number of participants
Confirm the objectives of the service (to tailor the discussion part of a workshop for instance)
Confirm the “after the workshop” logistics (sending of the post-workshop email, how to gather and share the ideas from participants from the discussion part, etc.)
If relevant, collect internal information on the organization’s transition (Carbon Footprint, strategy, commitments, action plans, etc.)
If there is a difference between the information provided by the association and what the client says (date, times, number of participants, services, etc.), you are expected to reach out to the relation officer from the association to confirm these changes are possible.
These differences often lead to changes in pricing and thus on the quote in order to maintain an certain level of quality.
📝 Content preparation (workshop)
Prepare the discussion part to customize it to the context
(For Companies/ Not-for-profit organisation/Public Sector)Key figures (depending on sector, job, etc.)
At what level should participants suggest ideas : by scale of action (individual, team, society, strategic level, etc.).
Deliverables : anticipate how you will compile the ideas from this section according to clients requests (photos of post-its, selection of a few key actions per workshop, etc.) in order to adapt the tools (e.g harmonize the direction of the axis of the matrices to easily identify key actions)
Little Tip 
: To do this, you can use and contribute to’help with geographical debriefing (accessible in the pros ressources in your facilitator space).
The professional community has also a lot of resources and feedback to share, do not hesitate to ask for advice on Telegram !
If the client’s requests on deliverables seem to exceed the service sold in your opinion, do not hesitate to reach out to the lead relations officer to confirm what has been agreed with the client.
📢 Building your team
Recruit your team if needed and inform them on the terms of the service (notably any customizations of the discussion part).
For more information on how to build your team (criteria and means), consult this
🧩 Supplies
Prepare the necessary supplies for the service
Make sure every facilitator has all the necessary supplies on their side
🌐 Session creation on your facilitator’s space
Don’t forget to create your sessions before the date in order to add other facilitators and invite participants. On D-Day, you and your team will only have to tick who was present to fill your counter.