Among stakeholders within the network, communication regarding the YPAG may be established a priori with leaders of the research institute, hospital, or network in charge of managing the facilities and resources. With greater understanding of the purpose of the YPAG, meetings may potentially be held within the institute or hospital itself. As affiliated members, the Steering Committee may be able to book regular meetings at a location for a minimal fee or for free. Resources accrued may include computers, projectors, and stationary for the purposes of the meetings.
Setting and time of a meeting should be convenient for all YPAG members. A setting should be devoid of any outside distractions, should not contribute to power imbalance between YPAG and adults, comfortable, and large enough for everyone to be seated in arrangements facilitating eye contact among all individuals . Locations should contain necessary items to facilitate teaching. Weekends may be ideal meeting times as the YPAG members may be busy with homework or fatigued after school on weekday evening during school months. Saturday afternoons have been the most popular time slot for meetings due to participant availability . Parents have reported greatest comfort in children’s participation during this period as well. Meetings may be planned by consensus every few months so that dates are identified in advance but within a sufficiently short range for members to have school and extra-curricular schedules outlined. It has been recommended that all sessions should be recorded to produce comprehensive notes of the meeting.