CALPACT Training: Webinar Green Room Checklist


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Organizations and agencies across the public health, healthcare and non-profit sectors are increasingly using online webinars or web forums as a dynamic and cost effective medium for hosting a variety of trainings, discussions, and meetings for diverse audiences located both near and far. In this webinar, the third session in the latest 21st Century New Media Series from CALPACT and CHL at UC Berkeley's School of Public Health, Hannah Laurison and Livia Rojas from ChangeLab Solutions, and Lotta Chan and Star Tiffany from the Public Health Institute shared best practices, lessons learned, and examples of how to successfully plan and produce webinars/web forums for your organization.

This handout is a resource from that webinar. Enjoy!

To learn more about this series, please visit:

To hear the recording from this webinar and access other resources, please visit:

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CALPACT Training: Webinar Green Room Checklist

  1. 1. Green Room ChecklistTITLECALPACT New Media Webinar: Webinars and Web Forums for Health Best PracticesDATEWednesday, March 13, 2013 | 11:00 am to 12:30 pm PacificPRINT OUTS Housekeeping Notes – these are the Web Forum instructions for the participants Internal Agenda – detailed agenda with notes of when to pass the presenter ball and to whom Presentations Slides Poll Questions Green Room ChecklistDAY OF WEB FORUMNOISE – be careful of paper noise and tapping on the table. The Web Forum is being recorded and thisnoise could be picked up.CELL PHONES – please turn them off!9:00AM PACIFIC Set-up COMPUTERS {4 Ethernet Cables} TELEPHONES – {2} Start WebEx Event – Lisa HOST START PRACTICE SESSION – Lisa – go to the Event drop down menu > Click the Start Practice Session Star JOINS the Event MANAGE PANELS go to the View drop down menu > Scroll over Panels > Click on Manage Panels > under Available panels selectPolling > Click on Add > confirm that Polling is now located under Current panels > Click the OK button Lisa UPLOAD SLIDES Lisa UPLOAD POLLS TEST QUESTION – ANSWER WITH STICKY NOTE TEXT Star logs into Event with Carmen’s MacBook Pro SKYPE automatically logs into Dialogue4Health Account Lotta opens WIRETAP, Star shows how HOST KEY: 790367 DIAL IN #: 1-877-668-4490 ACCESS CODE: 963 119 105 IP ADDRESSES – write down ip addresses, and if you have a problem, send an email with your ipaddresses to ASSIGN PRIVILEGES (ATTENDEES) – go to the Participant drop down menu > Scroll over Assign Privileges To > Click onAttendees > under Communications, uncheck Private chat with: > Click the Assign button – let them see the number of people who are on. 555 12th Street, 10th Floor, Oakland, CA 94607-4046 • Phone: 510.285-5500 • Fax: 510.285-5501 • •
  2. 2. ASSIGN PRIVILEGES (PANELISTS) – go to the Participant drop down menu > Scroll over Assign Privileges To > Click onPanelists > under Communications, uncheck All attendees and Attention Tracking, AND > under Document, uncheck Annotate> Click theAssign button Q&A – right click on Q&A and adjust options URL – right click on participants and insert url for Dialogue4Health QUIET SIGNS – tape on doors/windows with blue painter’s tape WATER & CUPS - Make sure everyone has something to drink and a glass FOOD – Everyone needs to keep their blood sugar up! REST-O-ROOM! PENS & NOTEPADS – set out for our use10:30AM PACIFIC Speakers log onto WebEx DIAL into WebEx teleconference with Attendee ID# Star is PRESENTER Is everyone logged on? With agenda – clarify who the presenters are. REMIND panelists that there will be a practice session at the end so they can debrief10:50AM PACIFIC Unmute all panelists – you can unmute and mute yourself RECORD VIA WEBEX – record on server Star dials into teleconference via SKYPE RECORD – start recording via WIRETAP (audio input Skype)FOR AUDIO PROBLEMSAudio is through your speakers or your computer headset. If you cannot hear, please feel free to callinto the teleconference.Dial-in1-877-668-4490Access Code:963 119 105#ROLES Q&A – audio and other technical issues – Lisa GREET PANELISTS, verify audio quality, and suggest adjustments – Lisa HOST – Lisa PRESENTER BALL – Matthew et al. PRESENTATION UPLOAD – Lisa RECORD - Lisa11:00AM PACIFIC LIVEDO NOT FORGET SAVE Q&A! SAVE CHAT! SAVE POLLS! SAVE RECORDING! 555 12th Street, 10th Floor, Oakland, CA 94607-4046 • Phone: 510.285-5500 • Fax: 510.285-5501 • •