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.
