After you’ve developed a plan for all your participatory events, including when they’re going to be, you then need to start organising and facilitating each one. Well in advance of each event the facilitation team should work through the template in Annex 2 to list each activity that needs to be carried out ahead of time to ensure the range of market actors can be effectively facilitated on the day, ensuring gender equality and sufficient marginalised actor representation.
When it is time to organise the first facilitation event, to ensure that they manage to attract all the important market actors, the facilitation team should complete the template in Annex 3, listing all the marginalised and key market actors who were identified as either being highly relevant to the functioning of the market system, or have a high degree of power or influence to bring about change in the market system, or both. Ensure a good representation of women.
Depending on the specific objectives of the event, the facilitators may decide that not all the original actors need to participate, or that it makes more strategic sense to invite additional stakeholders that were not originally considered. In this way the list of ideal participants of participatory market mapping events needs to grow and shrink flexibly, to suit the objectives of each event and new knowledge as it emerges.
Once a full list of the market actors the facilitator wishes to invite has been developed, they then need to develop the hooks for each one, and send them an invitation well ahead of time. They can adapt the letter template provided in Annex 4, but making sure to address the following:
It may be desirable to seek partners to help prepare and facilitate the workshops to better achieve the workshop objectives. This may be if the market actors are more likely to attend because of the partner, or if they can help fund the event.
Note: In later workshops, when market actors are used to the process and have already developed some degree of trust in each other, the facilitators should strive to pass on some of the preparation and facilitation activities to certain market actors. This will help build the ability of the market actors to organise, convene and facilitate multi-stakeholder coordination meetings themselves in the future, and is an important process of the facilitators planned exit.
Based on the event planning, some of these preparatory activities may be co-facilitated by selected market actors or other workshop partners, so it is important contact these potential partners to bring them on board.