Setup Progress

The Harness Project LLC · CAPE Youth Edition

Space Prep
& Logistics

Step-by-step guidance for preparing your space and materials before any CAPE workshop. Follow the timeline from 48 hours out to the moment your first participant walks in.

📋 Interactive Checklists 🟢 Green & 🔵 Blue Track ⏱ Countdown Timeline

Hours Before · Start Here

Setup Phases

~90

Min Total Prep Time

Pre-Workshop

Setup Countdown Timeline

Work through these phases in order. Each phase builds on the last — do not skip ahead.

48h

48 Hours Before · Print & Cut Phase

All printing and card preparation

Print Participant Packets — 1 per student, double-sided where possible

Print all card sort sets: Relationship Sort Cards, FRIES Scenario Sheets, MATCH Decision Cards (Green or Blue Track), Constraint Cards

Cut all card sets. Store each set in a labeled envelope or zip bag

Print FRIES Consent Café poster (11×17 if possible)

Print Ground Rules poster — large enough to be readable from the back of the room

Print wallet cards: Trusted Adults (Green), Health Team List (Blue)

Print Evaluation forms + Commitment Cards + 30-Day Challenge trackers

Blue Track only: Print Gear Check Checklists, WYD Scenario Cards, Vaccine Trackers, Science as Backup cards

⚠️

Module 3 Materials — Blue Track Only

Do NOT print or cut Module 3 materials unless you have confirmed institutional approval and are delivering the Blue Track. Keep them physically separate from Green Track materials if both tracks are in use.

24h

24 Hours Before · Confirm & Gather Phase

Confirm room, gather supplies, review your facilitation notes

Confirm room booking and access time — you need at least 45 minutes before participants arrive

Confirm projector / screen availability and test your slide deck on the room's system if possible

Gather physical supplies: pens, markers, flip chart, tissues, sticky notes, scissors, name tags

Prepare resource cards with local clinic info, crisis line numbers, and your contact info

Re-read Section 2 of the Facilitator's Guide (Trauma-Informed Facilitation)

Review your session's slide deck — know which slides have activity handoff cues

Know your mandated reporting obligations and your organization's protocol

Prepare envelopes for Legacy Letters (Blue Track / Full-Day)

2 Hours Before · Room Setup Phase

Physical space configuration and materials staging

Arrange seating in circle or U-shape — remove or rearrange furniture as needed

Set up facilitator station: laptop, clicker, water, notes, backup materials

Post Ground Rules where every seat can see them — do this before anyone arrives

Post FRIES Consent Café poster (keep covered until Module 2)

Place tissues at 2–3 points around the room — not just one box

Stage participant packets face-down at each seat — do not fan them out visibly

Set up water and refreshments if available

Test audio/visual: projector, speakers, microphone if needed

45m

45 Minutes Before · Final Checks Phase

Walk the room. Find what you missed.

Sit in three different seats — can you read all posted materials clearly from each one?

Walk to the back of the room — is the projector visible without glare?

Check: are exit routes clear? Do you know where participants can step out for a moment?

Verify card sort sets are labeled and sequenced in order of use

Set your timer. Have your opening script ready.

Take a moment to regulate yourself — your energy sets the room's energy

💡

The Regulating Breath

Before participants arrive, take three slow breaths. Your nervous system regulates the room. A calm facilitator creates a brave space. This is not optional — it is part of your setup.

Session Start · Welcome Phase

Participants arrive — you are ready

Greet participants at the door or as they enter — warmth before content

Direct them to a seat — do not let them cluster at the back or edges

Keep cover slide on screen — do not start until at least 80% of group is seated

Begin with the icebreaker if using one, before anything else

Room Configuration

Seating Arrangements

Seating communicates your values before you say a word. Choose the layout that matches your group size and session type.

FAC

Full Circle

Best for: 10–20 participants · All formats

+Signals equality — no hierarchy in the room

+Maximum eye contact between participants

+Ideal for trauma-informed facilitation

FAC

U-Shape

Best for: 15–30 participants · Half-Day & Full-Day

+Clear sightline to projector and facilitator

+Still maintains peer-to-peer visibility

+Easy for facilitator to move into the space

FAC

Table Clusters

Best for: 20–40 participants · 90-Min workshop

+Built-in small groups for card sort activities

+Works in standard classroom or conference room

+Handles larger groups efficiently

✅

Recommended Default

For any session under 25 participants, default to the U-Shape. It balances projector visibility, peer-to-peer connection, and facilitator mobility. Reserve circle seating for groups of 15 or fewer where intimacy is the priority.

Learning Environment

Room Environment Specs

The physical environment communicates safety before you say a word. These specifications create the conditions for brave, honest participation.

🌡️

Temperature

68–72°F / 20–22°C

Slightly cool keeps participants alert. Too warm = drowsy. Ask ahead if HVAC is controllable.

💡

Lighting

Bright + Dimmable

Full brightness for activities. Dimming capability useful for slide-heavy segments. Avoid fluorescent-only if possible.

🔊

Acoustics

Low ambient noise

Confirm no competing events in adjacent rooms, especially during Module 2 discussion activities.

📐

Minimum Space

30 sq ft per person

Circle seating needs more floor clearance. U-shape works in standard classrooms. Add 20% buffer for movement activities.

🖥️

Projection

16:9 · min 80" diagonal

Test your deck on the room's system the day before if possible. Bring an HDMI adapter.

🚪

Exit Access

Clear at all times

Participants should be able to step out without disrupting the group. Designate a quiet recovery space nearby.

📶

WiFi / Connectivity

Confirmed before session

Needed for: PrEP Locator demo (Blue Track), any resource look-ups. Have a mobile hotspot as backup.

🧻

Tissues

2–3 boxes · distributed

Not just one box in the corner. Place tissues within arm's reach of every participant. Visible placement normalizes emotion.

🎵

Background Music During Writing Activities

Low-volume instrumental or ambient music during individual reflection and journaling activities significantly reduces anxiety and self-consciousness. Use a playlist without lyrics. Volume: audible but not distracting. Stop the music before group discussion begins.

📱

Phone Policy — Set at the Start

Address phones in the ground rules: "Please silence your device and give this space your full presence." Do not confiscate or ban — that creates resentment. For Blue Track, phones are needed during the PrEP Locator and Health Team mapping activities. Frame it as respect, not restriction.

48 Hours Before

Print Queue

Everything that needs to come off a printer, organized by action type. Print in this order to avoid running out of paper mid-queue.

📄

Participant Packets

Complete packet or format-specific pages. Double-sided saves paper.

1 per student + 2 spares

🟢

Ground Rules Poster

Print large — 11×17 minimum or write on flip chart. Post before anyone arrives.

1–2 copies · POST FIRST

🔴

FRIES Consent Café Poster

Full-color classroom visual. Post on wall before Module 2. Keep covered until then.

1 copy · 11×17 if possible

✂️

Relationship Sort Cards

12 cards per set. Print on cardstock if available. Cut and bag before session day.

1 set per 4 students · CUT

✂️

MATCH Decision Cards

Green Track OR Blue Track set. Print the correct track only. 6 cards per set.

1 set per 4 students · CUT

💳

Trusted Adults Wallet Cards

Print on heavy paper if possible. Students fill in and keep. All tracks.

1 per student + 3 spares

🔵

Health Team List Wallet Cards

Blue Track only. Students fill in during Module 3. Print on heavy paper if possible.

1 per student · BLUE TRACK

📋

Program Evaluation Forms

Anonymous. Distribute at close of session. Collect before participants leave.

1 per student + 2 spares

🖨️

Print Order Tip

Print large-format posters first (they take the most time and need to dry if using a color inkjet). Then card sets on cardstock. Then standard worksheets and packets last. If you are cutting card sets the night before, use a paper trimmer rather than scissors — it is faster and the cuts are cleaner.

Staging & Organization

Materials Staging

How to organize and stage every item so you can facilitate without fumbling. Your setup should feel invisible to participants.

Item	Staging Location	When Distributed	Track
Participant Packets	Face-down at each seat before arrival	Students pick up on entry	All
Ground Rules Poster	Wall — visible from every seat	Posted before participants arrive	All
FRIES Consent Café Poster	Wall — covered until Module 2	Uncover at Module 2 start	All
Relationship Sort Cards	Facilitator station — in labeled envelopes	Module 2, Lesson 3	All
Trusted Adults Wallet Cards	Facilitator station — in a single stack	Module 2, Lesson 5	All
MATCH Decision Cards (Green)	Facilitator station — labeled "GREEN TRACK"	Module 4, Lesson 8	🟢 Green
MATCH Decision Cards (Blue)	Facilitator station — labeled "BLUE TRACK"	Module 4, Lesson 8	🔵 Blue
30-Day Challenge Trackers	Facilitator station — Module 4 stack	Module 4, Lesson 9	All
Evaluation Forms	Facilitator station — distribute at close	Final 10 minutes	All

🎒

Facilitator Station Setup

Use a small table or cart adjacent to your seat (not behind a podium). Arrange materials in distribution order — what you hand out first goes on top. Label each stack or envelope clearly. A smooth handoff is invisible to participants; fumbling for materials breaks the room's energy.

Physical Supplies

Supply Checklist

Everything that is not a printed document. Tap each item to mark it packed.

✏️ Writing Supplies

Pens or pencils 2 per student

Flip chart markers (assorted colors) 1 set

Sticky notes (medium, assorted colors) 2 pads

Extra lined paper for Legacy Letters 2 sheets per student

📋 Room Management

Flip chart / easel pad 1 pad

Tape or tack for wall posters 1 roll

Name tags (first name / chosen name only) 1 per student + extras

Timer (phone or physical) 1

Scissors (for last-minute cutting) 1 per 4 students

💚 Wellness & Comfort

Tissues 2–3 boxes distributed

Water / light refreshments (if available) As available

Facilitator's own water bottle 1 — for you

Spare phone charger / power bank 1

You Are Ready

Room Set.
Now Facilitate.

The space is the container. You just built it. Now fill it with brave conversations, honest reflection, and young people walking out with their CAPE on.

Contact The Harness Project Visit theharnessproject.org