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Meeting design
East Africa Regional Pandemic Planning Meeting
April 2009
Day 1, Tuesday, April 28
8:30 a.m. – 4:45 p.m.
Day 2, Wednesday, April 29
8:30 – 4:45
Day 3, Thursday, April 30
8:30 – 4:45
Venue: Addis, Ethiopia
On the ground logistics:
Lewa AssociatesInternational consultant/facilitator: Rick Lent
Meeting objectives:
· Encourage pandemic planning among a broad audience of national societies and NGOs, government agencies, health professional schools, and regional organizations in northern and eastern Africa.
· Foster country level disaster planning collaboration between national societies, NGOs and government agencies.
· Share global tools, guidelines, and curricula related to pandemic preparedness.
· Create a sustainable network of communication among a diverse group of actors preparing for and likely to respond to an influenza pandemic.
Outcomes of meeting for participants:
· Country representatives have the information they need to explain and advocate for giving the necessary attention to pandemic preparedness and planning in their home countries.
· All participants have a clearer understanding the roles, challenges and strategies of a diverse group of actors preparing for and likely to respond to an influenza pandemic. This understanding will help all actors recognize how their work may benefit from or be impacted by the work of other sectors in pandemic planning and response.
Proposed invitees:
There are two categories of invites: (1) those who have information to share about H2P and pandemic preparedness (2) those who would like to learn more about H2P and pandemic preparedness. In the second category people from specific countries may represent
a) Red Cross/Crescent national societies members
b) disaster planning and response focused NGOs,
c) government officials responsible for disaster planning and response and
d) African Union national representatives.
1. NGOs (IA, US based NGOs in Africa, ICVA, European based NGOs in Africa, and African based NGOs)
2. RC/RC National Society and representatives in this zone, and IFRC leadership3. USAID (DC based), country offices, and regional officials (REDSO)
4. Global and Regional UN representatives
5. CORE and other appropriate partners
6. National government representation (African Union reps and others)
7. Selected military representatives
8. East African Schools of Public Health
9. African Union officials in identified region and units dealing with disaster and health
Proposed country list:
Ethiopia, Egypt, Djibouti, Sudan, Kenya, Tanzania, Uganda, Burundi, Rawanda.
Logistics design issues:
Use of internet based tools to facilitate registration and participant logistics as per InterAction Membership team (Shiv Ram). On- line registration, on- line participant travel tracking.
High Level Meeting Design
Day one – simulation to provide basic understand of pandemic and responseDay two – presentations by national societies of current state of planning and best practices (focus on countries who are furthest along and have a good story) presentation by UN agencies regarding approaches to pandemic preparednessDay three – presentations of materials, approaches and tools developed by resource people and feedback on that work
Day One
8:30
Welcome from National Society, Ethiopia and other notablesPreview of meeting focus, getting comfortable with who is in the room.“Host” introduction. Highlighting people in the room by country or resource or responsibility. Country teams meet each other at their tables.Set up: 7-9 country team tables (small flags?) with six chairs plus flip charts for each, as per MRPI
9:00 - 9:30
Overview of three daysOverview of H2P (context of the three day meetings)
9:30 – 10:00
Facts about pandemicAwareness of decision faced in H2P, weaknesses in current pandemic preparedness.Presentation - Dr. Waldman
10:00 – 1:00PM
MRPI simulation 1:00 – 2:00 lunch
2:00 – 4:30 debrief on simulation, MPRI
4:30 – 4:45
Recognize how this work ties to next two daysFinal debrief to tie outcomes of this day to work of the next two days. Preview of what’s to come.
7:00 Dinner outside hotel (group event) and cultural program
Day Two
8:30
Preview meeting task and agenda for today.Welcome back: Review/Preview
8:45 – 9:35
Presentation by IFRC:
Review of Country Plan: Design and Benefits
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (10 minutes)
Speaker:
9:35 –
10:25
Presentation by National Society:
Current status and lessons learned on Country Planning
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
10:25 – 10:45
Break
10:45 – 11:35
Presentation by NGO:
Best practices and current status of planning.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
11:35 – 11:55
Panel: Reflections on this morning
Panelists:
11:55 – 12:00
Directions for lunch/remainder of day
12:00 – 1:15
Lunch
1:15 – 2:05
Presentation by WHO:
Guidelines for pandemic preparedness.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
2:05 – 2:55
Presentation by UN OCHA:
Materials on pandemic preparedness.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
2:55 – 3:25
Tea Break
3:25 – 4:15
Presentation by:
TBD.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
4:15 – 4:30
Panel: Reflections on Day
Panelists:
4:35
Closing and preview of tomorrow
7:00
Dinner
Day Three
8:30
Overview of day. Connection to yesterday. Introductions.
Preview of agenda and objectives and how sessions will work.
Country teams have two opportunities for small group in-depth learning and discussion about specific tools, guidelines and other materials. All sessions are offered twice. Concurrent sessions to facilitate smaller groups and more discussion
Set up: Different “stations” at tables for discussing the tools and other resources
8:45 – 9:45
Round One of concurrent sessions of presentations from resource people.
In- depth presentation (and discussion) of tools and guidelines:
1. Tool box for urban pandemic preparedness planning (Fred Hartman, MSH)
2. Urban district planning (Gil Burnham and Africa Schools of Public Health)
3. AED
4. CORE
5. Military interface
6. CDC planning tools
Session speakers:
9:45 –
10:05
Break
10:05 – 11:05
Round Two of concurrent sessions of presentations from resource people.
In- depth presentation (and discussion) of tools and guidelines:
1. Tool box for urban pandemic preparedness planning (Fred Hartman, MSH)
2. Urban district planning (Gil Burnham and Africa Schools of Public Health)
3. AED
4. CORE
5. Military interface
6. CDC planning tools
11:05 – 12:05
Round Three of concurrent sessions of presentations from resource people.
In- depth presentation (and discussion) of tools and guidelines:
1. Tool box for urban pandemic preparedness planning (Fred Hartman, MSH)
2. Urban district planning (Gil Burnham and Africa Schools of Public Health)
3. AED
4. CORE
5. Military interface
6. CDC planning tools
12:05 – 1:15
Lunch
1:15 – 1:20
Overview of afternoon
1:20 – 2:20
Country teams meet to discuss learning and prepare feed back
2:20 – 3:20
Hearing from each other: country teams and resource people
Each country team reports its conclusions and next steps. Five minutes per country team.Closing questions to everyone based on what they have heard in these reports.
3:20 – 3:50
Tea break
3:50 – 4:30
Resource Team Reports back to all participants.Resource people present synopsis/synthesis of feedback and propose next steps.
4:30
Closing
April 2009
Day 1, Tuesday, April 28
8:30 a.m. – 4:45 p.m.
Day 2, Wednesday, April 29
8:30 – 4:45
Day 3, Thursday, April 30
8:30 – 4:45
Venue: Addis, Ethiopia
On the ground logistics:
Lewa AssociatesInternational consultant/facilitator: Rick Lent
Meeting objectives:
· Encourage pandemic planning among a broad audience of national societies and NGOs, government agencies, health professional schools, and regional organizations in northern and eastern Africa.
· Foster country level disaster planning collaboration between national societies, NGOs and government agencies.
· Share global tools, guidelines, and curricula related to pandemic preparedness.
· Create a sustainable network of communication among a diverse group of actors preparing for and likely to respond to an influenza pandemic.
Outcomes of meeting for participants:
· Country representatives have the information they need to explain and advocate for giving the necessary attention to pandemic preparedness and planning in their home countries.
· All participants have a clearer understanding the roles, challenges and strategies of a diverse group of actors preparing for and likely to respond to an influenza pandemic. This understanding will help all actors recognize how their work may benefit from or be impacted by the work of other sectors in pandemic planning and response.
Proposed invitees:
There are two categories of invites: (1) those who have information to share about H2P and pandemic preparedness (2) those who would like to learn more about H2P and pandemic preparedness. In the second category people from specific countries may represent
a) Red Cross/Crescent national societies members
b) disaster planning and response focused NGOs,
c) government officials responsible for disaster planning and response and
d) African Union national representatives.
1. NGOs (IA, US based NGOs in Africa, ICVA, European based NGOs in Africa, and African based NGOs)
2. RC/RC National Society and representatives in this zone, and IFRC leadership3. USAID (DC based), country offices, and regional officials (REDSO)
4. Global and Regional UN representatives
5. CORE and other appropriate partners
6. National government representation (African Union reps and others)
7. Selected military representatives
8. East African Schools of Public Health
9. African Union officials in identified region and units dealing with disaster and health
Proposed country list:
Ethiopia, Egypt, Djibouti, Sudan, Kenya, Tanzania, Uganda, Burundi, Rawanda.
Logistics design issues:
Use of internet based tools to facilitate registration and participant logistics as per InterAction Membership team (Shiv Ram). On- line registration, on- line participant travel tracking.
High Level Meeting Design
Day one – simulation to provide basic understand of pandemic and responseDay two – presentations by national societies of current state of planning and best practices (focus on countries who are furthest along and have a good story) presentation by UN agencies regarding approaches to pandemic preparednessDay three – presentations of materials, approaches and tools developed by resource people and feedback on that work
Day One
8:30
Welcome from National Society, Ethiopia and other notablesPreview of meeting focus, getting comfortable with who is in the room.“Host” introduction. Highlighting people in the room by country or resource or responsibility. Country teams meet each other at their tables.Set up: 7-9 country team tables (small flags?) with six chairs plus flip charts for each, as per MRPI
9:00 - 9:30
Overview of three daysOverview of H2P (context of the three day meetings)
9:30 – 10:00
Facts about pandemicAwareness of decision faced in H2P, weaknesses in current pandemic preparedness.Presentation - Dr. Waldman
10:00 – 1:00PM
MRPI simulation 1:00 – 2:00 lunch
2:00 – 4:30 debrief on simulation, MPRI
4:30 – 4:45
Recognize how this work ties to next two daysFinal debrief to tie outcomes of this day to work of the next two days. Preview of what’s to come.
7:00 Dinner outside hotel (group event) and cultural program
Day Two
8:30
Preview meeting task and agenda for today.Welcome back: Review/Preview
8:45 – 9:35
Presentation by IFRC:
Review of Country Plan: Design and Benefits
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (10 minutes)
Speaker:
9:35 –
10:25
Presentation by National Society:
Current status and lessons learned on Country Planning
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
10:25 – 10:45
Break
10:45 – 11:35
Presentation by NGO:
Best practices and current status of planning.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
11:35 – 11:55
Panel: Reflections on this morning
Panelists:
11:55 – 12:00
Directions for lunch/remainder of day
12:00 – 1:15
Lunch
1:15 – 2:05
Presentation by WHO:
Guidelines for pandemic preparedness.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
2:05 – 2:55
Presentation by UN OCHA:
Materials on pandemic preparedness.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
2:55 – 3:25
Tea Break
3:25 – 4:15
Presentation by:
TBD.
· Presentation (20 minutes)
· Small group discussions (15 minutes)
· Whole group Q&A (15 minutes)
Presenter:
4:15 – 4:30
Panel: Reflections on Day
Panelists:
4:35
Closing and preview of tomorrow
7:00
Dinner
Day Three
8:30
Overview of day. Connection to yesterday. Introductions.
Preview of agenda and objectives and how sessions will work.
Country teams have two opportunities for small group in-depth learning and discussion about specific tools, guidelines and other materials. All sessions are offered twice. Concurrent sessions to facilitate smaller groups and more discussion
Set up: Different “stations” at tables for discussing the tools and other resources
8:45 – 9:45
Round One of concurrent sessions of presentations from resource people.
In- depth presentation (and discussion) of tools and guidelines:
1. Tool box for urban pandemic preparedness planning (Fred Hartman, MSH)
2. Urban district planning (Gil Burnham and Africa Schools of Public Health)
3. AED
4. CORE
5. Military interface
6. CDC planning tools
Session speakers:
9:45 –
10:05
Break
10:05 – 11:05
Round Two of concurrent sessions of presentations from resource people.
In- depth presentation (and discussion) of tools and guidelines:
1. Tool box for urban pandemic preparedness planning (Fred Hartman, MSH)
2. Urban district planning (Gil Burnham and Africa Schools of Public Health)
3. AED
4. CORE
5. Military interface
6. CDC planning tools
11:05 – 12:05
Round Three of concurrent sessions of presentations from resource people.
In- depth presentation (and discussion) of tools and guidelines:
1. Tool box for urban pandemic preparedness planning (Fred Hartman, MSH)
2. Urban district planning (Gil Burnham and Africa Schools of Public Health)
3. AED
4. CORE
5. Military interface
6. CDC planning tools
12:05 – 1:15
Lunch
1:15 – 1:20
Overview of afternoon
1:20 – 2:20
Country teams meet to discuss learning and prepare feed back
2:20 – 3:20
Hearing from each other: country teams and resource people
Each country team reports its conclusions and next steps. Five minutes per country team.Closing questions to everyone based on what they have heard in these reports.
3:20 – 3:50
Tea break
3:50 – 4:30
Resource Team Reports back to all participants.Resource people present synopsis/synthesis of feedback and propose next steps.
4:30
Closing
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