Cohort 1 · 2026 · Session 8 of 8 · Run sheet

Meetings

Two hours. The minute-by-minute facilitator script for M12.

Date

Thursday 9 July 2026

Time

11:00–13:00

Venue

DKA, 475 South Stuart Hwy

Facilitators

Metia (lead) · Mandy (co-fac)

Session purpose · three things to land

People watch the three facilitators run a real-feeling pretend meeting and vote with their traffic-light cards after each moment - green for good chairing, red for not-right - then the facilitator reveals the answer and the one-line why.
People meet the FREEZE power - a red card can stop a meeting when something's not right. Speaking up is practised live, not just described.
People try chairing themselves in a green-card 'your turn' round - a volunteer chairs 2 minutes and the room floods GREEN for every good thing (green only, never red on a participant - dignity-safe).
Everyone walks out with a take-home set (their traffic-light cards + chair prompt set, own-words versions welcome) to use on their own PATH Plan day.
Mandy CHAIRS the pretend meeting and only ever chairs WELL - deliberate design, it models that chairing is a PWID-accessible skill. Metia + Lukas play the bad behaviour (talking over, phones, deciding alone) - ham it up, that's the fun.
The end-of-program reflection (Layer 3) is captured - 6 open questions + a 5-question Likert - as a yarn in pairs, not a test (relocated from S6).
The program closes with honour - appreciations, a standing-ovation close, and every person walks out with their leave-behind and the end-of-program follow-up that keeps DAS with them (relocated from S6).

The unspoken fourth one: the program ends feeling finished - people leave knowing their PATH Plan day is next, not that the group just stopped. That's the only one that matters in the long run.

M12 was built as 30-50 min woven slots inside M6-M9 sessions; today it carries 120 minutes on its own. The expansion risk is the opposite of S2/S3's compression risk - padding, not rushing. If energy sags, the protected core is the facilitator-modelled pretend meeting, the 'your turn' chairing round, and Mandy's individual thank-yous at the door; the trimmable bits are the intro deck, the length of the vote-and-reveal recap, and the length of the appreciation go-round. Coverage is not the goal on the last group session - confidence and a warm close are.

Pre-session prep

One week out

OwnerLukas

Individual PATH Plan day schedule drafted (one day per participant) so the close can name dates - or commit to 'we'll ring you this week'
Venue + catering booked, early access confirmed for 10:00
Cohort reminder out - flag it's the last group session
Chase Mandy's CRR-023 language pass on the chair prompt cards - the cards are taught in S7 and picked from again today (slide 15)

Two days out

OwnerAlignment meeting

Walk through this run sheet with Metia + Mandy
AGREE + REHEARSE the staged pretend meeting once out loud, just the three of you - Mandy chairs (always well); Metia + Lukas play the bad behaviour. Lock who does which bad beat: Lukas talks over Metia; Metia scrolls her phone; someone freezes it with a red card. See the staging script in the deck note on slide 11.
Confirm Mandy is comfortable chairing - if not, the fallback stands: Metia chairs (well), Lukas + a participant play the bad behaviour. No drama either way
Lock Mandy's share (deck slide 9): ONE meeting she chaired + ONE moment she had to speak up. Concrete, honest, short - pre-arranged, her words
Run Mandy's review of the chair prompt cards - which stems she rewords or softens (pending review - CRR-023)
Lock the pretend-meeting agenda (the four low-stakes items): welcome, lunch on PATH Plan day, cohort photo, end-of-program celebration
Decide who does the Acknowledgement - the M12 deck deliberately carries none (host-module design), so the session open carries it; read the agreed holding wording, don't improvise
Brief on participant flags from S7 debrief + anyone with a real meeting coming up (NDIS review, family meeting) - personalise their card picks

Day before · Wed 8 July

OwnerLukas + Metia

Print 12 Leadership Bingo cards (3 each of cards 1-4) + 2 spare, and laminate 2 master sheets - from the 'Chairing Meeting Bingo' source PDFs (restored 2026-07-08)
Confirm every participant has their traffic-light card set (green / yellow / red) - the whole 'Good chair or not?' game runs on these; have 6 spare sets on hand
Chair prompt sets are printed for S7 (taught there) and brought back today; have 2 spare sets + blank cards on hand
Print M9_W4 End-of-Program Reflection sheets x 12 (the program reflection runs here now)
Make up 12 take-home folders (traffic-light cards + chair prompt set go in at the close)
Write the pretend-meeting agenda on the flipchart (welcome · lunch on plan day · cohort photo · celebrate the end)
Print per-session (traffic light) feedback forms x 12 + SW feedback forms x 6
Load + test the S8 deck (24 slides) - the vote-and-reveal on slide 12 is interactive (click reveals each answer); dry-run the clicker so the reveal works on the day
Charge laptop + projector + phones; confirm caterer headcount
15-min huddle - last walk-through, including the staged-meeting rehearsal if it hasn't happened

Day of · Thu 9 July, 10:00 arrival

OwnerAll

Set room - horseshoe with a proper meeting table for the pretend meeting
Group Agreement (from S1) on the wall - its last outing
Traffic-light cards at each seat - the whole game runs on them
Chair prompt cards + blank cards held back for the afternoon block
Flipchart with the pretend-meeting agenda up
Water on the table for participants (source calls it out - it's a real meeting)
Test AV + load the S8 deck; open it to the cover; check the slide-12 vote reveals on click
Tea / coffee station + catering for ~12:00
30-min huddle Metia + Mandy + Lukas - final walk-through of the staged meeting, the good/bad beats, the freeze cue, and Mandy's close

Minute by minute

11:00–11:06 6 min Welcome back + AcknowledgementLast group session · the session open carries the Acknowledgement - the M12 deck has none by design Lead: Mandy (welcome) + agreed reader (Acknowledgement)
S8 deck slides 1–3 (cover up on entry · welcome back · Acknowledgement)

Mandy welcomes the room back. Name the milestone early and plainly - no ceremony yet: 'Last group session today. After this, your own PATH Plan day - one each.' Acknowledgement - read the agreed holding wording. Don't paraphrase, don't improvise. Then the bridge: 'Today is about meetings. Being the chair, and speaking up. Later, we have a pretend meeting - and your job is to catch the chair doing good things.' 30-second go-round optional: 'One thing since we last met.' Mandy goes first. Pass is fine.

Watch: Anyone unsettled by 'last session' - reassure on the spot: it's not the end, the PATH Plan days are next and we'll be there. Keep the front of the session short - the day's value is in the practice, not the talk.

11:06–11:12 6 min HousekeepingStandard slide · Toilets + Assembly + Cards + Food Lead: Metia
S8 deck slides 4–5 (housekeeping · today's plan)

Walk the room through quickly: - Toilets - point them out. - Assembly point - confirm for the venue on the day. - Phones - silent please; step out if you need a call. - Photos - only if Photo OK ticked. They can change their mind any time. We might take a cohort photo today - consent still applies. - Traffic-light cards - refresher, with a hook: 'Keep them handy today. We're going to play a game with them.' - Food - lunch around 12:00. ~5 minutes max. Don't drone.

Watch: Anyone looking lost - Mandy grounds it with her one-line yellow-card story, same as every session.

11:12–11:20 8 min Meetings - why we practise + the menuM12 intro deck · simplified for the PWID cohort - fewer words, more pictures Lead: Metia (Mandy delivers her why-meetings line)
S8 deck slides 6–8 (Module 12 break · why we practise · the menu)

Slide 7, slow: 'Leaders run meetings. Leaders sit in meetings. A good chair makes everybody's voice count. Speaking up when something's not right is a skill - we practise it.' Mandy's line, hers to deliver: 'I've run meetings. I've been quiet in meetings. Both are hard. We get better with practice.' Slide 8 - the menu, two columns: Being the chair (the chair runs the meeting; a good chair helps everyone have a say; we watch first, then you have a go) and Speaking up (say something when it's not right; you can even STOP the meeting; red card means STOP). Preview only - no scheduling-vote any more. 'We do both today - with a game. Watch us first, then it's your turn.'

Watch: Don't oversell the deck - 8 minutes max. The value is in the game and the practice, not the slides. The menu previews the red-card FREEZE power - plant it here so it lands in the game.

11:20–11:25 5 min Mandy goes firstThe source calls this the most important minutes of the slot - don't skip, don't rush Lead: Mandy (Metia stays quiet)
S8 deck slide 9 (Mandy goes first)

Before the game starts, Mandy names ONE meeting she chaired - a small one counts, a check-in, a pre-meeting - and ONE moment she had to speak up when it was hard. Concrete, honest, short. Pre-arranged at alignment, delivered in her own words. Metia stays quiet for the whole segment. No follow-up questions, no 'thanks for sharing' wrap - let it stand. This is the pivot of the day: everything after it is the cohort doing what Mandy just described.

Watch: If it lands quiet in a flat room, don't rescue - same rule as her S3 team-share. If anything, one open question: 'What did you hear?' Build from the cohort's answer.

11:25–11:30 5 min Watch us have a meeting - the game'Good chair or not?' set-up · replaces Leadership Bingo (2026-07-08 redesign) Lead: Metia sets it up · Mandy + Lukas get ready to play
S8 deck slide 10 (the game rules) - stays up through the modelled meeting

Explain the game simply: 'The three of us are going to have a pretend meeting. Watch the chair. Hold up GREEN when the chair does something good. Hold up RED when something is not right. RED also means STOP - you can freeze the meeting any time.' Everyone uses the traffic-light cards they already have - no Bingo card, no master sheet, no ticking. One decision at a time, using the cards they know from S7. Remind them: no talking needed - a card, a point, or a thumbs up is a vote.

Watch: Keep set-up under 3 minutes - the fun is in the meeting. Sit anyone who needs it next to a support worker; the cards carry the whole task, no reading required. Make sure the FREEZE rule lands - it's the live speaking-up practice.

11:30–11:33 3 min Leadership Bingo - set-upRestored 2026-07-08 at the facilitators' request · runs ALONGSIDE the green/red card vote Lead: Metia sets it up · Mandy takes the chair's seat
S8 deck slide 11 (Leadership Bingo set-up) - stays up through the pretend meeting

Hand each participant one Bingo card - mix of cards 1-4 across the room (3 of each for 12). Quick look at your own card. 'As you watch the chair, tick what they do. First to fill a card calls Bingo!' Keep the traffic-light cards handy too - the green/red vote runs at the same time. Hand Mandy the master sheet (things a good chair does); she aims to use a good spread of them. We compare against it at the 'Good chair or not?' debrief. Bingo cards + master sheet are physical prints - source PDFs in .../02_Working "12. Meetings" (Chairing Meeting Bingo.pdf + Master Sheets.pdf).

Watch: Two mechanics at once (Bingo tick + traffic-light vote) - keep it light; if the room finds it busy, let them just hold up cards and drop the ticking. Literacy support without fuss - sit anyone who needs it with a support worker; the icons carry the prompts.

11:33–11:40 7 min The pretend meeting - Mandy chairsThe centrepiece · the three facilitators MODEL a meeting with staged good/bad moments Lead: Mandy (chairs, always well) · Metia + Lukas (play the bad behaviour)
S8 deck slide 12 (the pretend meeting) behind; the flipchart agenda is the visual

Mandy chairs and ONLY EVER chairs well. Metia + Lukas play the bad behaviour - ham it up, that's the fun. Run the four agenda items, ~6-7 min. The room votes green/red live as each moment happens. STAGING SCRIPT (also in the deck note on slide 11): - Agenda 1 Welcome: Mandy opens with a warm hello + says the purpose. -> GOOD - Agenda 2 Lunch: Mandy asks one thing at a time (GOOD); Lukas talks over Metia mid-sentence (NOT GOOD); Mandy protects the speaker - 'let Metia finish' (GOOD); Metia scrolls her phone while someone talks (NOT GOOD). - Agenda 3 Cohort photo: Mandy brings in the quiet person - 'what do you think, [name]?' (GOOD); Lukas is dismissive - 'this is boring, hurry up' (NOT GOOD); Metia or a participant holds up RED to freeze it (GOOD - speaking up); Mandy asks everyone to vote - 'hands up for a photo' (GOOD - decides together). - Agenda 4 Celebrate the end: Mandy keeps to time (GOOD); Mandy finishes on time and says thanks (GOOD). Don't rush - let each moment land so the room can vote on it.

Watch: If the room gets loud - that's the activity working; the red-card FREEZE is exactly the tool. If Mandy declines to chair on the day: Metia chairs (well), Lukas + a participant play the bad behaviour, no fuss. Rehearse the staged beats once at the huddle so the good/bad moments are clear and not accidental.

11:40–11:50 10 min Good chair or not? - vote & revealThe teaching recap · 8 moments from the meeting, room re-votes, facilitator reveals GOOD / NOT GOOD Lead: Metia runs the slide · Mandy + Lukas add the 'why'
S8 deck slide 13 (the traffic-light vote - answers hidden, click reveals each one)

Go down the slide one row at a time. Read the moment - 'Someone talked over the top of another person - good chairing or not?' The room votes with their cards. THEN click to reveal the answer (green GOOD or red NOT GOOD) and say the one-line why. 8 moments, mirroring the meeting. Key teaching points: a chair says why we're here; no talking over; bring in the quiet voice; no phones; speaking up to stop a bad meeting is GOOD chairing too; decide together, not alone; finish on time + thanks. Keep it a game, not a test - celebrate the room getting them right.

Watch: If a vote is split, that's a great discussion - 'some said green, some said red - why?' Don't rush to the reveal; the answers stay hidden until you click, so let the room commit first. If the clicker/deck fails, the vote still works on the physical cards - just call the answers out.

11:50–12:00 10 min Your turn - you chairGreen-card celebration round · a volunteer chairs, the room floods green - dignity-safe (green only) Lead: Both walk the room
S8 deck slide 14 (your turn)

Ask for a volunteer to chair 2 minutes of a simple, low-stakes topic - 'what should the cohort mascot be?' The room holds up GREEN every time they see the chair do something good - and ONLY green. If a couple of people want a go, great - swap chairs. The volunteer can freeze the meeting too if they want to use the power. Quick whole-cohort: how did that feel? One word each is fine. DIGNITY RULE: green cards only on a participant. Never point a red card at a person with disability in front of the group - this round only ever catches the good stuff. This is the de-infantilisation line - protect it.

Watch: 'I'd never chair a meeting' - reframe per source: 'Chairing your own NDIS plan review is chairing. Chairing a family chat about who's going to the doctor with you is chairing.' Don't push a reluctant person - they can hold up green for someone else. Keep it warm and celebratory.

12:00–12:25 25 min LunchCatering on at ~12:00 · facilitators off duty · slightly longer on the last day Lead: All
S8 deck slide 15 (lunch)

Short break. Facilitators eat too - last group session, the cohort should see Mandy + Metia + Lukas relaxed in the room. Metia can do a soft 'you OK?' with anyone who went quiet during the game - no agenda. Lukas during the break: reset for the afternoon - lay the chair prompt cards face-down at the centre of the table, blank cards and pens out. The traffic-light cards stay at each seat.

Watch: Dietary flags per the participant pack, same as every session. Don't debrief anyone over lunch - just warmth.

12:25–12:45 20 min End-of-program reflection (Layer 3)From M9 · M9_W4 · in pairs · 6 open questions + 5-question Likert · relocated from S6 to the true program end Lead: Both — Mandy partners anyone without a buddy
S8 deck slide 16

In pairs: 6 open questions + a 5-question Likert on M9_W4. One asks, one answers, swap. Facilitators float. Mandy is a scribe partner for any participant without a buddy — she listens, she does not steer answers. Small-cohort variant (3–4 people): run it as a single circle instead of pairs — one question at a time, round-robin. After the session: photocopy with consent and file the copy in the participant's record. The original goes home with the participant — it's theirs. 2026-06-25: relocated from S6 — the program evaluation belongs at S8, the genuine last session.

Watch: If the reflection lands hard — "my life is the same" — don't fix. Don't argue with it. Listen. Note for individual follow-up. Not all nine-week outcomes are visible at week nine.

12:45–13:00 15 min Program close — appreciations · standing ovation · leave-behindS8 deck slides 17–24 · the real program farewell (relocated from S6) Lead: Mandy closes · Metia + Lukas support
S8 deck slides 17–24 (take home · appreciations · standing ovation · after the program · acknowledgements · feedback · Mandy closes · back cover)

1. Take-home folders: their traffic-light cards and their chair prompt set (incl. any own-words cards). 'Use one at your PATH Plan day — that's the homework, and it's the last one.' 2. Appreciations (master prompt 13): go-round, 'name one good thing that happened' — from the whole program, not just today. Mandy, Metia and Lukas model first, one sentence each. Pass is fine. 3. Standing ovation (relocated from S6 — the moment of the program): 'You showed up. You did the work. You got to know yourselves and each other. Standing ovation.' Metia and Mandy stand and clap; the cohort joins. Eight sessions since 14 May — let the ovation speak. 4. After the program + leave-behind: walk the follow-up ladder — each participant's PATH Plan day (dates if locked, else 'we'll ring you this week'); the end-of-program letter in the post this week; a one-month call; a three-month postcard and an invite to the next cohort celebration; ongoing DAS Community Leadership News. Mandy hands each person their leave-behind one by one — invitation template, DAS contact card, their PATH BOOKLET — saying their name. 5. Acknowledgements (slide): read the key line aloud; the full attribution and the cultural-review-pending note are on the slide and in the booklet. 6. Per-session feedback (traffic light) forms — 2 min, at the door. SW feedback forms too. 7. Mandy closes in her own words ('Thanks team. Mandy here. Good work today.' if she wants it). Then she thanks every single person individually, by name, at the door. Last group session — this is the moment. Protect it.

Watch: Don't run past 13:00 - transport is booked. If behind, cut the appreciation go-round to one word each; never cut the individual thank-yous at the door. If the cohort wants to drag the close out — honour it. Don't rush. The standing ovation is real; Metia stays as long as needed. Group photo only if agreed at S5, with consent confirmed per person on the day.

Mandy's choices to lock at alignment

Choice	Options
Chairing the pretend meeting	Yes (the design - she chairs, always well, rehearsed once out loud before the day) / not today: Metia chairs (well), Lukas + a participant play the bad behaviour, no fuss (fallback). Her call at alignment, re-confirmed at the morning huddle.
Her share (deck slide 9 - Mandy goes first)	ONE meeting she chaired (small counts - a check-in, a pre-meeting) + ONE moment she had to speak up. Concrete, honest, short. Locked at alignment, her words.
Chair prompt language pass (pending review — CRR-023)	Which stems she softens or rewords for CA settings ('Excuse me' vs 'Hang on a sec') - taught in S7, picked from again today on slide 15.
The staged good/bad moments in the pretend meeting	Which behaviours she wants Metia + Lukas to play, and how far to ham them up. She chairs WELL throughout; the 'not good' beats (talking over, phone, deciding alone) are Metia's + Lukas's to play. Agreed at rehearsal, not improvised.
How she brings in the quiet person	The exact words she uses on the 'what do you think, [name]?' beat - a real name from the cohort or a placeholder. Her call, kind tone, pre-arranged so it's warm not put-on-the-spot.
Leave-behind handover	Order of participants + what she says per person. Name them, look at them. This is her moment of the program — protect it.
Whether she shares a memory of her own PATH Plan day at the close	Yes (one sentence, in the close) / no / decide on the day
Her close	Source line ('Thanks team. Mandy here. Good work today.') / her own words - either way SHE closes, and she thanks each person by name at the door.
If unwell mid-session (like S1)	Steps out - Metia + Lukas continue; Metia chairs the pretend meeting if it hasn't run. Acknowledge briefly, don't make a thing of it. Protect her slide-9 share and her close if at all possible - front of session and door are her moments.

Participant flags · keep in your back pocket

Participant	Flag
Loading participant flags… (facilitator sign-in required — this table hydrates from the cohort database and prints nothing without it.)

Anticipated tricky moments

Mandy doesn't want to chair on the day That's OK - no fuss. Metia chairs (always well), Lukas + a participant play the bad behaviour. The cohort still learns from watching the chair and voting. The PWID-accessible-skill point can also be made by a participant chairing in the 'your turn' round.

Cohort too quiet - no cards going up Slow the meeting down and make the moments bigger + more obvious - really ham up the phone-scrolling and the talking-over. Prompt gently: 'Was that good chairing? Show me your card.' Do the first vote together as a whole room. Don't push individuals if energy is low - a whole-room 'everyone show me green or red' works.

Cohort too rowdy - talking over each other That's the perfect moment - it's exactly what the red-card FREEZE is for. Model it: 'Someone put up a red card - let's stop. What went wrong?' Debrief it afterwards: 'What did the chair do when we got loud? Did it help?'

The vote goes flat - moments too subtle Make the staged behaviours bigger and more obvious - the whole point is that the good/bad beats are clear. Pivot the meeting to a topic the cohort actually cares about - lunch on PATH Plan day, the cohort photo. The agenda is a prop, not a script.

A participant says 'I'd never chair a meeting' Reframe per source: 'Chairing isn't always at the front of a big room. Chairing your own NDIS plan review is chairing. Chairing a family chat about who's going to the doctor with you is chairing.' The cohort that needs M12 most is often the most resistant - keep it light, keep it practical. In the 'your turn' round they can hold up green for someone else instead.

A participant brings up a real meeting that went badly Listen. Don't problem-solve in front of the cohort - that's a 1-on-1. 'That sounds like a hard meeting. Want to chat after? We can look at chair prompts you could try next time.' Note for follow-up - and if their PATH Plan day is the next real meeting, fold it into their plan-day prep.

The program ending lands hard for someone Last group session - someone may go quiet or wobbly at the close. Acknowledge softly, don't make the group fix it. Point to what's real: their PATH Plan day is next, their team will be in the room, we'll be there. Metia follows up by phone within 48h.

Tech failure (deck won't load or the clicker dies) The game survives it - the vote runs on the physical traffic-light cards. Run the pretend meeting, have the room vote with cards, and call the answers out yourself instead of clicking the reveal. Don't lose 10 minutes troubleshooting.

Layer 3 reflection lands hard — 'my life is the same' Don't fix. Don't argue with it. Listen. Note for individual follow-up. Not all nine-week outcomes are visible at week nine.

Cohort wants to drag the close out Honour it. Don't rush. The standing ovation is real. Metia stays as long as needed.

Someone wants to record the standing ovation Only with consent of every person in the room, including Mandy and any support workers. Default: no recording. If recorded, file it with the consent log.

End-of-session checklist

Every participant left with their take-home folder - traffic-light cards + chair prompt set incl. any own-words blank cards
Every participant knows their PATH Plan day date - or is on the ring-this-week list with a named owner
Per-session (traffic light) feedback forms collected; any RED faces flagged for follow-up within 24h
SW feedback forms collected or photographed if going home with the SW
Reworded chair-prompt versions from the room captured for the CRR-023 review (pending review — CRR-023) - alongside co-fac debrief notes on which prompts worked
1-on-1 follow-ups noted: anyone with a real meeting coming up, anyone anxious about their plan day, anyone the program-ending landed hard for
Group Agreement taken down for the last time - photograph (with consent - check who signed, CRR-018 pattern) and file in the cohort record
Photos of any wall work / cohort moments only with consent
Co-fac debrief completed (15 min, paid time) - it's also the program-level debrief: what Mandy wants done differently for cohort 2, and whether the 'Good chair or not?' game landed
Same-day SMS / email to all participants - thanks, plan-day reminder, 'bring your cards'
End-of-program SCORE capture decision actioned or escalated to Lukas - S8 missed it if it was meant to be today (open question in draftNote)
Update each participant's tracker - attendance, flags, card pick, plan-day status
M9_W4 reflection sheets photocopied (with consent) and filed in each participant's record — the original goes home with the participant
End-of-program letter scheduled to post within 1 week
Each participant's leave-behind handed over — invitation template, DAS contact card, their PATH BOOKLET (relocated from the S6 close)
Cohort report — aggregate Layer 1 + 2 + 3 data (Layer 3 reflection now captured here at S8) into the cohort report for Inclusion NT (CB&PLG MOU + PATH MOU + DEX)

Adapted for Central Australia by DAS, in partnership with Inclusion NT under the PATH MOU 2025–26. Original curriculum © Inclusion NT.