Your
site decides who is responsible for these activities.
SIX
WEEKS PRIOR TO VIDEOCONFERENCE:
#1:
Begin publicity activities. Place flyers and posters at strategic
locations within your organization. Make copies of the flyer
and send to local organizations (government agencies, health departments,
community-based programs, etc.), and circulate to various departments
within your organization (social work, nursing, psychology, sociology,
etc.).
#2:
Develop a plan to make specific preparations for the videoconference.
This may include but not limited to:
- Copying
handouts and preparing for dissemination
- Name
tags for each participant (if desired)
- Maps
to local site
- Contact
name and phone number for local facility
- Extra
pens and paper for participants who may run out
- Plan
for unexpected situations (extra walk-in students, etc.)
#3:
Finalize site, equipment and room set-up arrangements:
- Assure
enough TV monitors so all participants can see adequately.
- Assess
maximum seating possible to ensure an educationally sound and
environmentally comfortable learning environment.
- Make
sure each participant has a table or desk on which to place materials
and write.
- Find
out about parking arrangements for participants.
- Find
out if there is access and adaptive equipment for participants
with special needs.
- Verify
phone/fax/e-mail accessibility for interactive portions of the
videoconference.
- Arrange
for registration tables and chairs.
THREE
WEEKS PRIOR TO VIDEOCONFERENCE:
#1:
Contact your site technical coordinator and make an appointment
to visit the site.
#2:
During your site visit, verify the following:
- Telephone/fax/e-mail
to send in questions and comments during the videoconference
- Location
of restrooms
- Procedures
in case of emergency during videoconference
- Rules
specific to your videoconference facility
- Place
to post directional signs
- Permission
to post directional signs
- Arrangements
for registration table
- Arrangements
for tables/desks and chairs for participants
- Parking
arrangements/availability
ONE
DAY PRIOR TO VIDEOCONFERENCE:
Prepare
the following for your site:
- Tape
with which to post the classroom directional signs
- Extra
directional signs, depending on the number of entrances to your
site
- Course
materials
- Telephone
call-in sheets (at least one per participant)
- Extra
paper and pens for participants who run out
- Return
addressed envelopes to send the attendance sheets back to theUNC
Minority Health Project
- Plenty
of sharpened #2 pencils
DAY
OF VIDEOCONFERENCE:
- Bring
a generous supply of humor and patience to deal with any surprises
that may arise.
- Arrive
an hour early to set up registration table, course supplies, materials,
etc. If you have more than 50 participants registered, you
may want to schedule assistance.
- Turn
on TV monitor at 1:00 p.m. (EDT) to see the color bars and hear
the audio tone. If you are not receiving the signal, contact
your local technician. A phone number will be provided
soon for any Technical Trouble you might experience.
- Have
participants sign in (please use the attendance form posted on
our website).
- About
30 minutes prior to going-on air, assist participants by providing
an icebreaker and telling participants what to expect.
- The
goal is to make all participants in the group comfortable with
each other. One suggested process for accomplishing this
is discussed in the section entitled, "Sample
Format for Introducing Videoconference to Participants".
Please
do not limit your self by the "sample format", be creative!
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