MNET Services>Telecom Video>Events>Host Site Coordinator

From the start of planning until the day before the event

  • Determine the topic, format, duration, approximate date(s) and time(s), audience, and site(s).
  • Contact the Scheduling Contact for each site to confirm availability. Determine what, if any, room rental charges will be assessed and the payment method. Be sure that you understand each site's policies regarding charges for cancelled events or sites.
  • Contact MNIT to set up a reservation. The information needed by MNIT is:
    • The event's title.
    • The Host Site Coordinator. Important: this will be the only person who can make changes to the event.
    • Is the event happening only once or are there multiple dates/times? Is it a recurring event? If so, what is the recurrance schedule?
    • The date(s) and time(s) of each instance of the event.
    • The event's duration (actual start/end).
    • MNIT's default set-up and tear-down times are 30 minutes before and after the event, respectively. Are these times satisfactory or do you wish different times? If different times, what are they?
    • The host site and each participant site. Please use the MNIT-assigned site id when identifying sites. If there are multiple instances, please supply a site list for each instance. If any sites are not on the MNIT network, please supply enough information for MNIT staff to determine the site.
    An Video Conferencing Event Request form is available for submitting this information.
  • While MNIT reservations are not required for point-to-point events that are dialed directly, they are useful in these ways:
    • An MNIT reservation ensures priority access to rooms and bandwidth.
    • Having MNIT aware of the details of your event makes it easier and faster to resolve and problems that arise.
    • MNIT reservations are particulary useful if one of the sites is off of the MNIT network, as MNIT can work with the off-network provider in advance to ensure a successful event.
  • Identify any special resources or provisions needed for the event. These can include equipment (e.g., document cameras, VCRs, DVD players, special microphones, and so forth), requirements (e.g., it is known that some of the attendees will require language translators), or anything else. Work with the relevant Room Contacts to ensure that the needs are met.
  • Prepare an agenda. If the meeting is long enough to require breaks, please notify MNIT of the approximate break schedule as breaks are good times to address any technical issues that have arisen.
  • Prepare any event materials and distribute them to the participants as required.
  • Keep MNIT and all Room and Scheduling Contacts aware of all changes in the schedule and requirements.

The day before the event

  • Confirm the event particulars with MNIT and the Room Contacts.

The day of the event until start of setup

  • No special actions. However, last-minute changes in site availability may happen and MNIT may need to contact you regarding such changes.

The start of setup until the event itself

This period normally starts 30 minutes before the event. High profile or large events such as those organized by the Department of Human Services or the Department of Health may require a full one-hour setup.

  • Work with MNIT staff to bring up all sites in the event. Again, all changes in sites must be approved by you.

During the event

  • Be ready to contact MNIT to resolve any problems that arise.
  • Be ready to be contacted by MNIT to resolve any problems that arise.
  • If you determine that the event needs more time, contact MNIT immediately to confirm resource availability (some of the sites may have conflicts) and to make the schedule adjustment.
  • If the event ends early, be sure to contact MNIT and notify them that the event has completed. If you fail to do so, shutting down the equipment may cause MNIT to think that there is a problem with the event!

  • Be aware that MNIT will not be monitoring the ongoing event (per the When MNIT May Join a Videoconference" policy).

Post-event teardown

  • Notify MNIT that the event has completed.
  • Review with MNIT any problems that arose during the event setup or operation.

Followup

  • Exchange information with MNIT as appropriate on participant satisfaction with the event.