Checklist: ISLOC Producers
Revised 1-11-10
Before the conference:
· Prepare introduction of speaker
· Ensure that any Powerpoint slides from the presenter have been loaded into the Content Library (contact the LSA or State Library in whose room the presentation will be held)
Before the session you are producing:
· Ensure that the welcome slide show/loop for that session is running in the welcome/lobby layout:
o Share: Document (Welcome Loop): from Content Library
o Make sure the “Sync” button is off (it will be light in color) Click on the Play button in the control panel that opens to the right of the slides
o Click on the sync button to start sync again
· Check Evaluation layout, bring up slide for that particular session’s eval
· Review with presenter about how to handle questions: as they come up, or at the end
· Set up presenter’s presentation in the presentation layout:
o Share: Document: from Content Library
(The presenter can move slides forward using the arrow buttons to the lower left of the share pod; IF the presenter wants to "jump around" in the presentation:
Find out if the presenter can see the sidebar (it is possible that s/he will see it, even if you don’t); If s/he can’t see it:
- Make sure sync button is on (button will be dark); click on the sidebar button to the right of the previous and forward buttons
- Turn sync off (button will be light)
- In the presentation play control panel that appears to the right of the slides, click on the sidebar (last button on the right); sidebar with slide list will appear. THE PRESENTER HIM/HERSELF HAS TO CLICK ON THE SIDEBAR ICON. Producers can do the other steps for him/her, but the presenter has to also press the video button
o Make sure the Sync button is on (it will be dark)
As participants enter the room:
· Greet participants as they enter
· Grant mic permissions to each ONLY if presenter has OK’ed sound) click on name, click on mic icon
· Do sound checks:
o Individually as they enter
o Group check just before starting
· Do some spontaneous “coaching”—press talk button, select green check from status list at lower left
· Text chat, to accustom participants to it
At the start of the session:
· Welcome participants
· Remind participants that the session will be recorded, and it will include the chat messages
· Switch to Presentation layout for that particular session (from layout bar at bottom of window)
· Introduce yourself and the other producer(s); explain:
o You are there to make sure things run smoothly
o If they have technical questions, choose the red x from the status menu (lower right corner, pull down menu next to man with raised hand) and producer will meet you in the text chat area for a private chat to resolve the issue
o Gather questions for the presenters
· Start Recording (if presenter has OKed archiving): “Meeting” menu at top; “Record Meeting”
· Introduce presenter
· Record number of people in the room (in parentheses next to “Attendee List” at top of Attendee pod)
During the session:
· Watch for need to assist presenter with sharing desktop, documents, or whiteboard; be prepared to do for them
· If desktop sharing, let presenter know when participants are able to see screen
· Keep Attendee list area as “cleared” as possible—clearing replies to questions, and raised hand questions as soon as possible
· Alert if audio or visual “fades” or delays
· Watch for technical issues: “red x” button, and text chat area
· Watch for questions: raised hands, or text questions
· Some participants learn better if they’re also chatting—help with chat if not otherwise engaged
At the end of the session:
- · Thank the presenter; check for last questions.
- · Stop recording (hover over/click on red button in far upper right of window; click on “stop recording”)
- · Switch to the Eval layout, make sure the correct slide for that session’s eval is displayed
- · Explain:
o Click on link to go to Survey Monkey evaluation; link to certificate will be at end of eval
o If prefer to do survey later, select the eval pdf in the File Share pod, click on “Save to My Computer;” will download a pdf document with the link to the evaluation
o Alert them to the Share pod with the links to the ISLOC schedule, where they can find link to the classroom for their next session and link to the Exhibits.
o In order to avoid duplicate rooms and echoes for everyone, you’ll clear the room 10 minutes after the end of the session; even if you will be in the same room for the next session you will need to come back into the classroom after it has been cleared.
- Ten minutes after end of session, and after "warning" to participants, clear the room:
- In the "pod options" of the attendee list (cog icon at lower right of pod) select 'Select all"
- After selecting all, in the pod options select "Remove selected user from room"
Presenter/Session Info Sheet
Session: ______________________________
Time: _________________________ Room: _________________________
Presenter: _____________________________
Who will introduce the presenter? Presenter Producer (Other: ________________)
Record the presentation? Yes No
Disable participant audio? Yes No
Need whiteboard tools? Yes No
Questions: As they occur At the end
