Before the Video Conference

Select from three formats, Video, Audio Only or Print, to access support materials for the steps listed at the left.

Real Audio Video

Real Audio Only

Adobe Acrobat PDF file

Adobe Acrobat PDF file

1. Assess your community (organization) needs and identify audiences that could benefit from the satellite videoconference. Reserve local downlink room and plan for creating an environment for optimal learning. Identify partners or co-sponsors.

2. Schedule videoconference viewing facilities and introduce yourself to videoconference technicians. Check for availability and location of fax machine and phone(s) (for Q&A session) plus any additional equipment listed in the site-facilitator's manual.

3. Register your site and yourself as the site coordinator and pay the registration fee for the satellite videoconference (if required). Determine if a local registration fee will need to be collected to cover local costs.

4. Identify roles and responsibilities that need to be handled by others and delegate those responsibilities.

5. Decide (with proper officials) if CEU credits will be given (if offered as part of the videoconference).

6. Promote the videoconference to appropriate audiences (i.e. radio, newspaper, newsletter, brochure, TV bulletin boards, computer site, etc.).

7. Familiarize yourself with the site-facilitator materials sent from the videoconference producers (mailed or web accessible). Participate in the site facilitator training opportunities (i.e. telephone conferences, WWW chat groups, list serves, bulletin boards, etc.) In addition, know how to view & download streaming video visuals, or print material.

8. Decide how you can build on the videoconference at your local level. Make plans to use the videoconference to launch your own program and/or application.

9. Check registration figures regularly and anticipate on-site-walk-ins. Send confirmation letters along with any print materials to those who pre-register, along with maps, parking arrangements, etc.

10. Make accommodations for special needs. Provide a telephone number in your promotional materials to a site contact who will arrange for special needs.

11. Prepare materials needed for the on-site videoconference activities (pre-and post-videoconference activities included). Also, develop a back-up plan should weather-related factors interfere with the videoconference connection. (Check the site facilitator materials or other materials designed for your specific program from the sponsoring organization for suggestions).

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Day of the Conference