The following is one way to set up a form for notes-takers for each discussion. Peggy Holman calls this a Convener Responsibility Form because it's the convener's responsibility to gather the group and help ensure that notes are taken.

Participants can fill these out on paper and then, if technology is available and appropriate for that group, enter their notes electronically onto a bank of computers during the event in the news room. If written with black pen, the notes can simply be photocopied for situations where you do not have computers but can access a copy machine.

Please note that there are many other ways to record what has been discussed besides in text: drawings, video, digital photos, dance, telling stories of what happened, a mural, people who can record with graphics, a sculpture, poems, collage and more. The key is to have a summary of the issues that have been discussed during the event.

Text versions become the Book of Proceedings (with a cover design, perhaps a cover letter from the client/sponsor, a table of contents, these notes from all the sessions, action items if that was included in your event design, and a contacts list for all participants at the end).

Non-text versions telling or showing what happened may be displayed in an area of the community or organization or website or village for all to see -- or a photo of the piece can be given to all the participants. The idea is that even if time has passed after the event, participants, funders and others may wish to see top issues and maybe also contact people who discussed those issues for further work, ideas, discussion or funding.