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.)

• 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

  ---

• 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".