Train-the-Trainer Visits: All You Need To Know

So you’ve set a date for a Safe Zone Project train-the-trainer visit. Hooray!

We are really excited.

There is a lot that goes into making a train-the-trainer happen, and rather than scrolling through dozens of emails, we put together this page for you. This page can serve as a checklist and a starting place for all your questions about the visit.

If there is anything that you need further clarity on, please let us know.

Registering participants — set clear expectations

The first thing you’re likely going to do (or have already started) is register participants for the training. It is important to be clear with participants:

  1. That this is a train-the-trainer program (i.e. it’s not just a really long gender and sexuality training; a good portion of the time will be focused on facilitation skills and knowledge) ;
  2. That their participation is expected for the entire duration (not just pop-in, pop-out; or attend one day if it’s two days; etc.);
  3. And that the hope is they’ll be training/facilitating workshops in the future.

Many people sign up thinking this will be a two-day LGBTQ intensive. Please clarify it is simply not that.   

As participants are signing up send them this

When your participants are signing up for the training, please ask them to complete this form. This form allows us to get a good sense of your participants and, if 75% complete the form at least 10 days before the training, we can also preload the group with useful information.

Ordering books for TTT participants

Unlocking the Magic of Facilitation is a book we wrote specifically with our train-the-trainer participants in mind. In a train-the-trainer we never get to review all the tools/tips we want to and this book fills in the rest. It’s short, sweet, and easy to digest.

Guide to Gender (authored by Sam) is a book that helps participants to get more comfortable with the complexities and nuances of gender, something we don’t often have enough time to dig into in the trainings.

Do you need to get these books? Nope. While we recommend both of these books (particularly Unlocking the Magic of Facilitation) for train-the-trainer visits, purchasing books for your participants is not at all required. For both books you can click the links above to buy on Amazon. We also offer bulk discount pay-what-you’d-like pricing for Unlocking the Magic here and Guide to Gender here.


We both travel often, so there is no guarantee where we will be flying from or heading after our visit.


Our preference is to book our own flights, but if you’d like to here is some info.

Home airports: Meg—Seattle, WA | Sam—Austin, TX

Favorite airlines: Meg—Alaska/Southwest | Sam: Southwest


Local hotel, on campus, or AirB&B. One room, two beds.

Ground transport

Preference: Picked up at airport. Happy to take public transportation or rideshares if available. Will rent car if necessary.

Room reservations

Screen Shot 2017-01-27 at 11.29amOur ideal room is one that can have all the desks and chairs in this  style of arrangement. (Note: don’t set up exactly that many chairs; just do the number of chairs for the expected number of people in the room, in that shape.)

Having wall space to hang up flip chart paper is also a necessity.

We do not need a technology enabled room. I repeat: we do not need a projector or computer at any point.

Supplies for the training

We need flipcharts/easels and many colors of markers. Two sticky flipcharts with easels is good, three is best. Masking tape for flipcharts that aren’t sticky also works.

Other supplies we will need for the workshop:

  • Index cards
  • Sticky notes
  • Pens
  • Participant packets (1 per person in the room; double-sided is suggested; color is great, but not necessary)
  • Facilitator packers (1 per person in the room; ditto above printing)

We will send you all printouts (participant packet and facilitator packet) at least one week in advance of the workshop to provide enough time for printing. If you need them earlier let us know!


We highly encourage you to provide your participants coffee and light refreshments in the morning and afternoon. This is not for our sake (we come prepared), but for the energy and alertness of your participants. Coffee and water should be the focus, snacks are bonus.


If you are providing lunch (which is not required by any means) the timing is important. We are good facilitators, but we cannot compete for attention with even the meekest lunch offering.

If you are providing lunch, our ideal guidelines:

  • Day 1—lunch set up no earlier than 12pm (lunch break to start ~ 12:30pm).
  • Day 2—lunch set up at 11:30 (lunch break ~12pm).

That said, just knowing when lunch will be set-up or happening will help us adjust our schedule to accommodate.

If ordering lunch, and you’re wanting to include us,  Meg & Sam dietary needs: both vegetarian.

Day-of checklist

We put together a day-of checklist for you. There are a lot of things to grab that day and we want to make sure it’s as easy as possible for you to ensure you have everything.