Setting Up

As a core tenant to the Seasons of CS model, we seek to host a workshop experience that treats educators as professionals who deserve appreciation. We have found that providing quality meals and snacks to participants enhanced their experience and helped create a more positive, collaborative environment. At SBCSS in 2023, we have organized separate rooms for three of our workshops, but a common place to come for lunch to allow for additional networking for participants from each of the workshops, might be worth providing this idea.

As you are planning for catering, please keep in mind the unique dietary needs of your participants. Additionally and based on feedback in 2019, participants appreciate hot breakfast options to be made available 60 minutes prior to the start of a workshop; as such, you might consider budgeting for breakfast and lunch for a typical 6-hour workshop.

When hosting an in-person series of workshops as a part of a Summer of CS CSPDWeek, you should plan to set up for each workshop in advance of the event. In 2019, the Sacramento County Office of Education hosted 6 concurrent in-person workshops. Each workshop was hosted in a dedicated space, and each space included common technology and materials for the workshop facilitators and participants. This section provides guidance and recommendations for accessibility considerations, technology requirements, catering, photography/videography, and workshop materials.

Prioritizing Accessibility

Making an in-person workshop accessible to all participants involves creating an inclusive and accommodating environment that considers diverse needs and abilities. Here are some strategies to ensure accessibility:

Venue Selection

Choose a venue that is accessible to individuals with disabilities. Ensure it has appropriate wheelchair ramps, accessible parking, elevators, and accessible restrooms. Verify that the venue is equipped with assistive listening devices and has appropriate seating arrangements for individuals with mobility challenges.

Accommodating Special Needs:

• Inquire about any specific accommodation needs during the registration process and work closely with participants to address their requirements.

• Arrange for sign language interpreters, captioning services, or assistive listening devices if needed.

• Provide seating options that accommodate individuals with mobility needs or preferences, such as adjustable chairs or alternative seating arrangements.

Breaks and Comfort:

• Schedule regular breaks to allow participants to rest, refresh, and recharge.

• Provide comfortable seating options, including chairs with back support, if possible.

• Offer a quiet space or designated area where participants can go for a break or sensory needs.

Technology Requirements

Catering

As a core tenant to the Seasons of CS model, we seek to host a workshop experience that treats educators as professionals who deserve appreciation. We have found that providing quality meals and snacks to participants enhanced their experience and helped create a more positive, collaborative environment. At SBCSS in 2023, we have organized separate rooms for three of our workshops, but a common place to come for lunch to allow for additional networking for participants from each of the workshops, might be worth providing this idea.

As you are planning for catering, please keep in mind the unique dietary needs of your participants. Additionally and based on feedback in 2019, participants appreciate hot breakfast options to be made available 60 minutes prior to the start of a workshop; as such, you might consider budgeting for breakfast and lunch for a typical 6-hour workshop.

Photography and Videography

You might consider staffing a photographer and/or videographer to help capture the essence of the in-person workshop setup. Having a photographer and/or videographer present at a Seasons of CS professional learning event offers several important benefits:

• Documentation and Archiving: A photographer and/or videographer can capture high-quality visual content, including photos and videos, documenting the event's activities, presentations, workshops, and interactions. This documentation serves as a valuable resource for future reference, knowledge sharing, and archiving. It allows participants to revisit the event, reinforce their learning, and share the experience with others who couldn't attend.

• Promotional Material: The visual content captured by a photographer and/or videographer can be utilized for promotional purposes. It can be used to create engaging promotional materials, such as event highlights videos, testimonials, and social media content. These materials can be shared with stakeholders, sponsors, and potential attendees, promoting the event and generating interest in future professional learning initiatives.

• Knowledge Sharing and Dissemination: The visual content captured by a photographer and/or videographer can be shared with a wider audience beyond the event attendees. Photos and videos can be uploaded to websites, social media platforms, and online learning platforms, enabling broader knowledge sharing and dissemination. This helps extend the impact of the professional learning event, reaching educators, professionals, and stakeholders who couldn't be present physically.

• Celebration of Achievements: Having visual content from the event allows for the celebration of achievements and the recognition of participants' efforts. It provides an opportunity to showcase the success and outcomes of the grant-funded professional learning event, reinforcing the value and impact of the initiative. Participants can feel a sense of pride and accomplishment seeing their work highlighted and celebrated.

Workshop Materials and Decor

In 2019, Classified staff at SCOE took exceptional pride in decorating the spaces to create a space that was welcoming and energizing. The staff used a camping motif to decorate each workshop room and the CSPDWeek common areas, in which registration and meals were hosted.