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Gather together a team of people to help
Look at previous year’s survey results for people who volunteered
Put out call for volunteers on lists/Slack
Good to include at least one member from prior year for continuity
Helpful if that person also chairs the committee but not necessary
Determine technology to use and who will be responsible to host it
This past event seemed to work smoothly with Zoom Webinar
Many Samvera Partners (including UCSB, Stanford, Indiana, Penn State) have Zoom site licenses; may need to request webinar license specifically
Consider something that will be easy for everyone to sign into and use
Tech features
Screen sharing is needed
Ability for host to manage participants and speakers
Ability for host to mute speakers and participants
Record the event
Chat
Q&A feature (not required; but if used again more guidance would be helpful)
Registration process put event on calendar (nice feature)
Determine how long and time frame
The 11 AM - 2 PM ET seems to work for all time zones that might want to participate, however there have been complaints from ET zone that it interferes with lunch
One suggestion was to split the event over 2 days
Determine the event format - number of speakers, lightning talk, etc
See previous programs:
2017 felt pressed for time, may want to consider less, or more spread out
Some suggestions to split into 2 days or 2 tracks
May want to reconsider I/G, WG reports - adds time, lowest rated component from survey - altho still good
More Q&A time was requested
Build Q&A time into schedule
Important to have break of at least 15 minutes to allow for schedule slip
Contact speakers/presenters
Pick a date for the event that speakers and planners can attend
Previously this was shortly after OR, but starts to get into summer vacations
Ensure does not conflict with other events that significant numbers of community members may be involved in - See DLF Community Calendar and Samvera-related conferences for possible conflicts.
Create wiki page for event under Samvera Virtual Connect page
Add entry and link on Events, presentations and articles wiki page
Request link be added to Samvera wiki home page and Samvera web site
Publicize the date and time of the event to the Samvera Community
All lists - partners, community, tech
Slack
Partner meeting (phone)
Get event on wiki page calendar (upcoming events)
Logos are available on the Samvera wiki: Templates, slides and logos for presentations and articles
Once program is together, send out reminders to community
Promote registration
Eventbrite? Or through Zoom’s webinar registration facility if using Zoom.
Get slides in advance or decide on how to handle switch to new speaker
Shared slide deck for IG/WG reports was helpful
Determine a rehearsal time for everyone
Can be separate - speakers vs interest group reports vs lightning talks
And additional hosts and Moderator
Hold practice sessions for presenters; provide them with written instructions as well
Determine planning committee roles during the event -
Hosts
Helpful to have more than one person serve as host - one to manage people, one to manage chat, and one to manage time
Moderator
Host having a detailed script of the schedule of speakers and presentations
Moderator: Explain technology to participants at the beginning so people understand how the Q&A works, that participants are not able to talk, - housekeeping details
Possible resources for schedules or lists:
Develop post-event survey
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Download / edit event recording
Upload video to Samvera YouTube account
Send out survey to lists and to registered participants
Zoom has ability to send out scheduled emails to all registered participants as well (make sure you allow enough time to add slides, videos, links, etc. before scheduled distribution)
Link slides and video from Samvera wiki page for the event