Managing Logistics and Participant Communications

IN-PERSON WORKSHOP PLANNING

Selecting a Location

When selecting a location for your in-person or hybrid professional learning experience, you want to make sure it has the necessary elements that make it welcoming. Consider:

• Is it accessible for those that have mobility/vision/hearing impairment? (Accessibility considerations should not just include getting in and out of the building, but restroom and dining facilities.)

• Is it centrally located? Something too far off the beaten path may be difficult to find, and may make it challenging to access lodging or dining.

• How close is it to where participants live/work?

• What parking options are available? Is parking abundant? How much is it?

• Are you attempting a hybrid event? Does the facility support the technology and infrastructure needed for a successful hybrid experience?

There are different types of hosting facilities that may meet your needs:

• Hosting at a district or county office facility

  • offers low-cost/no-cost meeting spaces

  • conveys implicit messaging that the focus of the professional learning is on the K-12 community

• Hosting at a college or university campus

  • offers residential summer experience with access to dorms and cafeterias

  • lends some focus to postsecondary priorities

• Hosting at a community college

  • lends focus to collaboration with community colleges with dual enrollment/

• Hosting at a hotel/conference center

  • treats educators like the professionals they are

  • offers additional amenities

Lodging

The lodging offered to participants should be comfortable and easily accessible to the workshop location. Make sure to look over reviews of the hotel to ensure a safe and pleasant experience for those staying there. Check with local hotels for group rates.

Transportation

For most accessibility, consider offering your professional learning workshop near public transportation. Consider travel costs when selecting your workshop location, as participants will be reimbursed for travel.

Create a "Road Map" for Participants

Send an email to participants, ideally a couple weeks before the event that details logistics. Some of this varies, depending on whether you are delivering a professional learning that is online, hybrid, or in person. Be sure to include details such as:

• What to bring

• What to wear

• Where to stay and group rates (this information should be available when submitting the interest form, but also included here)

• How to get there

• Location of registration and help desk

• Agenda and Meeting Rooms

• Parking Information

• WiFi Information

• What meals are provided

• Information on planned group excursions

• What other things are available to do in the local area for fun

• Accessibility and special needs

• Local hospital/ER and Urgent Care

For a template of a road map, you can use the Sacramento County Office of Education’s Road Map for their 2019 Summer of CS workshop.

Let folks know that attendance will be taken in both the morning and the afternoon of the workshop, so they should be on time at the beginning and after lunch. Their incentive payments are dependent on their attendance.

It may be useful to coordinate with your communications department in developing messaging. Be sure to coordinate with the facilitator when developing your road map. More information is in the Supporting Facilitators section.

VIRTUAL/HYBRD WORKSHOP PLANNING

Virtual participants should be informed of norms for their professional learning experience. This includes:

• The Zoom room where they will be meeting

• How to check audio and video settings

• Any folders or drives that contain reading or workshop materials

Include some Zoom etiquette to ensure a smooth workshop:

• Mute your microphone when you aren’t speaking.

• Be mindful of background noise and distractions around you, as much as possible.

• Please add a profile photo to your Zoom account, so we can still see your face when you turn off your camera.

• Dress like you are coming to the classroom.

• Avoid multitasking and focus your attention on the class.

• Include information about how facilitators will call on participants, or the procedures for talking.