Agenda & Time |
Facilitator |
AV and Materials |
Zoom and Coordinator |
AV Set-up
2 hours before event |
|
AV
– Main computer for Zoom feed
– Mic for facilitator and presenters
– Video switch
– Projector |
Coordinator:
– Begin the Zoom meeting
– Change image/name of main Zoom account to reflect event title
– Test video & audio quality
– Review breakout assignment |
Set-up
1 hour before event |
|
Campus or other catering
– Snacks and beverages arrive |
Zoom consultant:
– Joins the meeting (remotely)Coordinator:
– Give co-host permission to Zoom consultant |
Participant check-in
30 min before event |
|
Materials:
– Sign-in sheet
– Media release
– Snacks and beverages |
Coordinator:
– Ensure screen sharing is set to “host only”
– Mute main room
– If using live closed-captioning (CC):
– Enable CC
– Live CC person will join as ConferCaption. Allow them to join the meeting early and designate them for CCZoom consultant (remote):
– Allow Zoom participants into the meeting 10 min. early to help them setup properly
– Inform Zoom participants that the event will begin shortly; ask people to reach out to resolve technical difficulties/ questions |
Welcome &
Introduction0 – 15 min |
Wait for cue from coordinator to begin the event
Welcome
Who’s in the room/ on Zoom?
– Counseling faculty
– Instructional faculty
– Administrators
– Classified staff
– Students
– College team: Zoom only
Zoom instructions:
Share who is participating via Zoom (using the info the coordinator has posted in the event-management Google doc).
Ask colleges joining Zoom as a team to identify themselves via chat (needed for Zoom breakout later on).
Note: All speakers must use a mic to ensure that Zoom participants can hear. |
AV
– Switch between video of the room and presentation slidesPresentation slides
– Introduce facilitator & team
– Who’s in the room/ on Zoom? |
Coordinator:
Starting the event
– Unmute Zoom account associated with main room
– Start/resume “record” meeting on cloud
– Signal facilitator to begin event
– Ensure participants are mutedWho’s in the room/ on Zoom?
– Begin poll when prompted by event facilitator
– Close poll & share results
– Enter results in Google doc for facilitator to see
– End poll sharingCoordinator and Zoom consultant:
Each college team need their own breakout
– Make note of participants joined as college teams. Adjust breakout room assignment (link document) accordinglyZoom consultant:
– Continue to help participants troubleshoot, ask them to merge video and audio, etc. |
College Presentation
15 – 60 min |
Introduce presenters
Review Google doc for questions/ comments from Zoom participants |
AV
– Switch between video of the room and presentationPresentation
– Introduce presenters
– College presentation |
Coordinator:
– Share a link to your Learning Cluster presentation via chat
– Invite participants to share questions/comments via chat
– Add questions from Zoom participants to a Google doc for facilitator to seeZoom consultant:
– Create breakout rooms (add breakout room assignment link) for participants |
Q & A
60 – 75 min |
Use mic for in-person participants (or facilitator with mic repeat the question)
Ask Zoom participants to type their questions in chat
Review Google doc for Zoom participant questions |
AV
– Show video of the room |
Coordinator:
Invite participants to share questions via chat
Add questions from Zoom participants to Google doc for facilitator to read out
Organize and highlight key/ unread questions on Google doc to help facilitator |
Small Group Discussion
75 – 95 min |
Small groups
Break into small groups in-person
Breakout rooms for zoom
Introduce yourself to your group (name & college)
Identify a note-taker and a lead sharer
Sample questions:
1) What resonated or excited you about the presentation today?
2) How are you approaching (topic) at your own college?
3) What questions come to mind as you strategize ways to move forward with (topic) at your college?
Ask the note-taker from each Zoom group to share their discussion synthesis via chat
Additional Zoom instructions:
You will be invited to join a breakout group shortly.
Once you agree, you are taken to a new “room” where you will have 20 minutes to talk with members of your small group (via video/audio/chat).
The discussion questions will be available in the presentation slide shared earlier and in your chat.
You will have a 5-minute and 1-minute reminder before the breakout room closes and brings you back to the main room with us.
If you have any questions or need help, choose the “Ask host for help” option on your screen. |
Presentation slide(s) with instructions
Ask each group to choose representative(s) to write discussion notes and share out
Share discussion questions
Presentation slide with Zoom breakout room photo/ instruction |
Zoom consultant:
– Explain (or recap facilitator’s explanation of) what’s going to happen next for Zoom participants
– What to expect/ what it looks like when breakout rooms are live
– How much time they have in small groups
– 5-minute warning and 1-minute warnings (announced at top of screen)
– Explain how to seek help using “Ask host for help” option when needed
– Begin the breakout room when prompted by the coordinatorCoordinator:
– PAUSE recording when breakout rooms begin (otherwise the recording will include a long period of silence and inactivity)
-Share small-group discussion instructions via chat.
– Remind participants to choose a note-taker and share notes via chat at endZoom consultant:
– Check with coordinator regarding time remaining and inform them when groups rejoin main room
– 5-minute warning for breakout rooms
– 1-minute cool down
– All breakout groups rejoin the main room |
Transition |
Wait for coordinator’s cue to welcome back the small groups and begin the share-out |
|
Coordinator:
Notify facilitator when Zoom participants will rejoin the main room
RESUME recording
Prompt facilitator to begin share out |
Share Out
95 – 110 min |
Call on a few groups in person to share their discussion; share discussion notes from Zoom
See Google doc for Zoom participant discussion notes |
AV
Share video of the room |
Coordinator:
– Ensure Zoom participants are on mute
– Invite participants to share their group’s discussion notes via chat
– Add discussion notes to Google doc for facilitator to read out |
Closing & Feedback
110 – 120 min |
Participant feedback:
– What worked well today?
– How can we improve the session?
– What topics would you like to explore in future sessions?Closing |
AV
– Share video of the room & PPT (if using real-time feedback)Participant feedback options include:
– Feedback & real-time sharing (Mentimeter, Polleverywhere)
– Feedback collection with no real-time sharing (Google Forms) |
Coordinator:
Share feedback link and invite participants to contribute |
Share Zoom recording
After the event |
|
|
Coordinator:
Once the video recording is available
– Trim video using Zoom’s easy trimming tool
– Review automatic transcript for errors and update it as needed
– Enable closed-captioning
– Share video with participants and others
– Turn off waiting room in account settings (otherwise “join before host” feature will not work for future Zoom calls) |