Preparing for the Event: Tips and Guidelines
- Provide presenter training.
- License, secure and provide the software for events requiring software.
- Provide access to any computer resources required by participants.
- Submit scheduling request information to MOREnet on the Videoconference Scheduling Form.
- Keep presenters updated on the status of their events.
- Have a technical person in attendance at each conference site to assist the instructor with troubleshooting.
- Provide access to a dedicated videoconferencing room.
- Provide a site technician responsible for turning on equipment, making connections and assuring equipment is in good working condition prior to event.
- Have trained operations support staff on-site whenever videoconferencing events are in session.
- Provide staff to handle materials sent via mail, express mail or fax, or electronically.
- Provide for receiving, copying, distributing and returning print materials.
- Provide participants with access to the Internet, e-mail and other electronic communication tools as requested by the originating site.
- Equip each videoconferencing room with a cordless phone and a fax machine to assist in resolving technical problems.
- Determine the time and length of the conference.
- Confirm participant registration and room and equipment availability.
- Appoint a leader for each site.
- Set objectives.
- List specific results to be achieved.
- Prioritize topics to be discussed.
- Develop an agenda. Specify the focus and time allotted for the conference.
- Prepare a syllabus/agenda/outline for the event.
- Practice using the control panel with your content
- Provide at least one copy of necessary handouts and online information for each event at least one week prior to the date the materials will be used.
- Provide participants with an orientation prior to the first session.
- Provide participants at all locations with opportunities to evaluate the event.
Pre-event Testing (All Sites)
- Recheck the hookup of your peripheral devices (VCR, document camera, computer) prior to dialing in to the conference.
- Adjust your audio levels during the testing time (15-30 minutes) prior to the conference, not after the conference begins.
- Make sure all participating sites understand the issues of open vs. muted microphones. Microphones are sensitive and pick up even quiet speech.
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