Based on experience, how many preparatory meetings are necessary with the specialised institutions involved in the scavenger hunt?

If you have recruited health-related organisations and professionals to participate in a Nebolus scavenger hunt, you should actively involve them in the planning of the scavenger hunt. It is difficult to estimate how many meetings are necessary for this and depends on various factors (e.g. size of the network, experience in working together). Our experience shows that at least three preparatory meetings make sense.

First meeting:

As part of a kick-off meeting, all participating organisations and specialists should get to know each other and exchange information about their services. Here you can once again introduce Nebolus and the underlying concept of health literacy. You are welcome to use our short presentation for this purpose. At this meeting, you should also clarify your mutual expectations and outline a timetable for planning and organising the scavenger hunt together.

Second meeting:

The second meeting is about planning the specific content of the scavenger hunt. In addition to the fictional framework (story), it should be discussed which activities can take place on site in the individual facilities.

Third meeting:

In a third meeting, organisational details of the upcoming Nebolus scavenger hunt can be agreed. In addition to scheduling (e.g. start and end times; time slots in which the facilities should expect scavenger hunt participants), this includes agreements on mutual availability, the display of materials and how to deal with problems. The following questions, for example, are clarified at the third meeting:

• How many scavenger hunt participants are expected?
• Approximately when will the scavenger hunt participants arrive at which station?
• How many people/specialist staff are needed per station on the day of the scavenger hunt?
• How will it be handled if several groups arrive at the station at the same time?
• Are there enough rooms and materials available at the individual stations?
• Do the daily operations of the participating facilities have to be reorganised for the time of the scavenger hunt?
• How will the scavenger hunt be documented (photos, videos)? Is a declaration of consent required for this?