Organizing webinarsI. Tips to run Adobe Connect eventsII. Organizing Partner Finding events

Petros Michailidis

GrNSS

Organizing webinarsI. Tips to run Adobe Connect events

II. Organizing Partner Finding events

Petros Michailidis

GrNSS

3

Event Life CycleThe life cycle of an event realization is divided in three periods:

1st Period: PreparationThe period to plan the event before run it

2nd Period: RealizationThe running of the event

3rd Period: CompletionA short period right after the event

Organization

1.Preparation

2.Realization3.Completion

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PreparationBefore the event day

tip 1: Start early your preparation• Start to prepare your event 2-3 weeks

before the running day.

(if you’re scheduling an event in collaboration with others it might be needed to start even earlier)

Organization

1.Preparation

2.Realization3.Completion

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tip 2: Select the “right” time and day-Take under consideration, holidays, national celebration etc.-If it’s possible, contact your partners/participants to co-decide the date and time.

• Instead of sending and receiving emails, use an online voting tool, such as Doodle, create an online form or a forum in Twinspace to collect opinions.

• Propose CET times to avoid misunderstandings.

PreparationBefore the event day

Organization

1.Preparation

2.Realization3.Completion

Organization

1.Preparation

2.Realization3.Completion

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tip 3: Create an event timetable

PreparationBefore the event day

A timetable is the “lesson plan” of the event and is necessary so as to:

• Define and adjust the needed time• To organize presentations, activities,

interaction etc.• Be sure that you’ll cover all aspects of your

topic• Don’t get “lost” during the event etc.

(if you’re preparing a collaborative event, create a forum or an online document to work on timetable with your partner/s)

Find a suggested timetable document, following this hyperlink

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tip 4: Where to book the event.

Twinspace?

eTwinning Live?

PreparationBefore the event day

In relevance with the type of the event, you might, have to decide for the booking approach.- Both, eTwinning Live and Twinspace, have their pros and cons for an event realization.

eTwinning Live Twinspace

Pros

-Early/Late entrance-Event recording-Forum in event page

-Simplicity in booking-Restricted entrance-Easier slot finding

Cons

-Complexity in booking-Not easy restricted entrance-Not always available slot

-Not early/late entry-Not event recording-No event page

Organization

1.Preparation

2.Realization3.Completion

Organization

1.Preparation

2.Realization3.Completion

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tip 5: Train & prepare event participants

PreparationBefore the event day

Send to participants an email with instructions on:• How to connect to the event• How to

set up sound, microphones and cameras• How to interact with you with icons

You can also:• Present them an abstract of the event subject• Inform them about the timetable of the event• Send them a questionnaire about the event

subject to explore their knowledge about it

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tip 6: Have a plan B

PreparationBefore the event day

Expect the worst, prepare and hope for the best.

• Have a partner to help even to replace you if necessary

• Have a second PC, laptop, tablet ready• Have an alternative day for the event

Organization

1.Preparation

2.Realization3.Completion

Organization

1.Preparation

2.Realization3.Completion

10

tip 1: Enter the room early

PreparationThe event day

The event day enter the room earlier in order to have the necessary time to be prepared

• If you booked the event via eTwinning Live you can enter 24h earlier

• If you booked it via Twinspace you can’t enter earlier however, you can create a longer time event so as to take advantage of the extra time

Early bird

Organization

1.Preparation

2.Realization3.Completion

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tip 2: Take care to event settings

PreparationThe event day

For the best event organization, there are several technical setting to be done which are relative to:• Participants' rights (entrance, interactivity,

chat, sound, video etc.)• Quality of communication (sound, video)• Several other settings

Pay particular attention to those settings in order to avoid delays and glitches when partners / participants enter the event.

Organization

1.Preparation

2.Realization3.Completion

PreparationThe event day

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tip 3: Organize the roomAdobe Connect offers three pre-organized room layouts with their relevant tools, in order to serve the needs of different types of events. Also, there is an option for custom layout creation, accordingly to the event needs.

• Decide about the layout and the necessary tools for the event and make the relative settings.

Organization

1.Preparation

2.Realization3.Completion

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tip 4: Organize your files

PreparationThe event day

• Upload to the event all of your files (presentations, documents, images etc.)

• Open them in separate tabs in order of appearance

• Test your timetable making a demo presentation before participants' entrance

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tip 1: Start the recording

RealizationThe event time

When participants have entered and you're ready to begin…

• Start the recording

1. If you created the event via eTwinning Live, click on the “Record” button

2. If you created the event via Twinspace, start your screen recording program (you can try this one FlashBack Express Recorder)

Organization

1.Preparation

2.Realization3.Completion

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tip 2: Train participants

RealizationThe event time

Inform/remind participant about:• Their sound settings• How to start and close their mics and cameras• How to interact with you during the event.

If it’s necessary show a relative presentation

tip 3: Put some rules

Put some rules to participants such as:• Where and when can make questions• When they can talk• When they can make a presentation etc.

Organization

1.Preparation

2.Realization3.Completion

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tip 4: Make event interactive

RealizationThe event time

Don’t keep participants as passive listeners, give them the opportunity, in accordance to event, to be active by:• Reacting to challenges, completing quizzes

and quests, playing games.• Answering to polls and questions relative to

topic.• Giving them the floor to describe experiences,

expectations, worries etc.

Organization

1.Preparation

2.Realization3.Completion

Organization

1.Preparation

2.Realization3.Completion

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tip 1: Share the record

CompletionAfter the event

If you created the event via eTwinning Live two days after the event a link will appear in event page• Download the record, edit the video and share

it to participants.

If you created the event via Twinspace and used a screen recording tool, • If you have the skills, create a short video (2-3

min.) with some of the event moments • Upload the short video and the event

recording on your Twinspace, your group, your social media page etc. so as to share it with the others

Organization

1.Preparation

2.Realization3.Completion

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tip 2: Share the knowledge

CompletionAfter the event

Send to participants an after event mail with:• A summary of the topic/s presented during

the event • Presentations, documents, links etc. used

during the event so as to study them in their own time

• A thank you message for their participation

Organization

1.Preparation

2.Realization3.Completion

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tip 3: Feedback/Evaluation

CompletionAfter the event

• Send to participants a feedback/evaluation questionnaire

• Watch the recorded video and notice the positive and negative points of the event so as to understand the reasons and to schedule your next event accordingly

Create a checklist with the necessary for organizing the event, steps in order to not forget anything

tip 4: Create a checklist

Organizing webinarsI. Tips to run Adobe Connect events

II. Organizing Partner Finding events

Petros Michailidis

GrNSS

21

Partners’ Finding Ambassadors’ collaborative webinar

GoalsIt’s not that simple as to “Connect teachers to find Partner”. You have to take under consideration a range of factor as ...

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Partners’ Finding Ambassadors’ collaborative webinar

Experience of the participants1. Inexperienced (totally newers in eTwinning, not any project)

2. More experienced (with one or two projects as partners, they might awarded or not with quality labels)

3. Advanced (founders of projects, National and European Quality Labels, maybe awarded with National or European Award)

4. “Gurus”

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Partners’ Finding Ambassadors’ collaborative webinar

Curriculum in relevance with experience1. Inexperienced – eTwinning Live sections, Project creation, Basic Twinspace’s tools

2. Medium experienced –Collaborative activities creation, web 2,0 tools embedding etc.

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Partners’ Finding Ambassadors’ collaborative webinar

Number of webinarsPrepare for a number of webinars according to participant’s needs

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Partners’ Finding Ambassadors’ collaborative webinar

Webinar/s Date/sCollaborate to decide about webinars dates

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Partners’ Finding Ambassadors’ collaborative webinar

Topic?Should be proposed some topics or not?

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Partners’ Finding Ambassadors’ collaborative webinar

Target group (you must decide about it)● Elementary teachers● Primary teachers● Secondary teachers● Vocational teachers● Special education teachers etc.

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Partners’ Finding Ambassadors’ collaborative webinar

Number of participantsIn relevance with their experience, educational grade etc.

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Partners’ Finding Ambassadors’ collaborative webinar

Promotion have a strategy about:• How to promote the event• How to find participants

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Partners’ Finding Ambassadors’ collaborative webinar

Ambassador/s Where can you find co-organizers of a such event?➢ European Ambassadors Group➢ Social media Group etc.

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Partners’ Finding Ambassadors’ collaborative webinar

Hands on activityTry to create a Partner finding event using the relative worksheet