Videoconference Site Facilitator's Guide
Experience and evaluations show that on-site facilitation of videoconferences or videoteleconferences is critical to their success. (See the glossary at the end of this guide for definitions.) More preparation is needed, because in addition to meeting the usual needs of any program, the facilitator must become familiar with videoconferencing equipment and with the exact timing of video, while meeting the needs of an audience that often is not sure what to expect. When done well, the technology becomes transparent, allowing conference participants to interact with national experts. One person should be clearly responsible for site coordination. In addition, you may need some or all of the following: event host, content experts, technicians and help with catering, marketing and registration. One person may fill multiple roles depending on the complexity of the conference.
Table of Contents
Preconference activities. Select a room ; Equipment requirements ; Local wraparound ; Budget ; Promotion ; Program materials ; Refreshments -- The day of the conference. Room set-up ; Registration ; Question-and-answer segments ; Local wrap-up -- After the conference. Return all equipment ; Tabulate evaluations ; Send thank-you letters ; Pay all expenses -- Glossary of terms