Learning Session Planning Stages

1. Event Creation
2. Promotion
3. Event Execution
4. Post-Event Followup

Event Creation

• Develop the event
• Add to website
• Create a Zoom event
• Add to Zephyr Admin calendar
• Develop content and flow

Develop the event

Zephyr Responsibilities

1. Identify topic
2. Identify Organizer who is responsible for execution of content
3. Identify Admin who is responsible for execution of items in this list. The Admin must have some Zephyr admin privileges.
4. Co-identify the other panelists and speakers.

Organizer Responsibilities

1. Finalize event title.
2. Identify co-organizers, panelists, speakers etc.
3. Finalize the date/time and format (webinar vs meeting)
4. Event description for website.

Add to website

Zephyr Responsibilities

1. Update index.html so it is in list of events
2. Create an event markdown file in /events folder with description, title, date, time etc.

Create a Zoom event

Zephyr Responsibilities

• Login to Zephyr Zoom account on web (credentials are in "tech" spreadsheet)
• Create either a meeting or webinar (depending on what you want)
• Add event description
• Add Zephyr logo
• Recommended settings: manually approve registration, automatically record, no waiting room
• Additional settings should be negotiated with event organizer and can be changed after the fact

Organizer Responsibilities

• Identify any additional questions you would like registrants to answer (i.e. advance questions, level of experience, etc)

Add to Zephyr Admin calendar

Purpose: make sure board knows about it, it appears on organizer and panelists calendars, and it doesn't conflict with other things.

Zephyr Responsibilities

• Login to Zephyr Admin calendar
• Create an event and invite [email protected], organizers, and other panelists/presenters
• Add Zoom registration link and remind them to register themselves

Develop Content and Flow

Organizer Responsibilities

• Decide on a flow/organization/content for the session
• Communicate with panelists, presenters about expectations

Promotion

• Create flyer
• Social media
• TMIP Listserv
• Zephyr Mailchimp Listserv

Create flyer

Zephyr Responsibilities

• Duplicate TEMPLATE Learning Session Announcement - NAME presentation in Zephyr Workforce Development/Learning Sessions folder and move to the appropriate session's folder.
• Update text and save as PDF (for email) and PNG/JPG (for social media) to the event folder

Social media

Zephyr Responsibilities

• Post event flyer to Zephyr's Twitter, LinkedIn, and Slack
• MAKE SURE TO TAG RELEVANT PEOPLE AND ORGANIZATIONS so that people are more likely to see and pass it along

Organizer Responsibilities

• Cross promote event and encourage co-organizers and panelists to do the same.

TMIP Listserv

Zephyr Responsibilities

• Post event PDF and an email summary to TMIP Listserv (TMIP.org)

Zephyr Mailchimp Listserv

Zephyr Responsibilities

• Copy a previous learning session "campaign" on mailchimp and update info before sending

Event Preparation

• Develop pre/post standard slides
• Conduct a tech test
• Adjust Zoom settings based on tech test
• Setup event survey
• Write post-event email (if applicable)
• Registration approvals
• Livestream prep (if applicable)

Setup event survey

Zephyr Responsibilities

• Duplicate TEMPLATE Zephyr Learning Session Review - # survey form in Zephyr Workforce Development/Learning Sessions` folder and move to the appropriate session's folder.
• Edit name of the session in the survey
• Setup a short link (i.e. in http://bit.ly) for the survey such as survey-learning-X where X is the learning session number
• Add organizer as a collaborator so they can see survey and responses

Organizer Responsibilities

• Identify any additional survey questions they would like to ask.

Develop pre/post standard slides

Zephyr Responsibilities

• Duplicate TEMPLATE Pre-Post Slides - NAME presentation in Zephyr Workforce Development/Learning Sessions folder and move to the appropriate session's folder.
• Edit slides to have appropriate information, in consultation with Organizer including the survey short link.
• Add Organizer as an editor and send them the slides to incorporate.

Organizer Responsibilities

• Review and edit pre/post slides as necessary and incorporate them into the presentation materials

Conduct a tech test

No later than 2 days before the session, hold a tech test in Zoom with the Organizer and if possible, all presenters. Things to cover during the meeting include:

• general zoom features,
• decisions about who will be responsible for what during the session (at least one person should be responsible for monitoring the chat box),
• confirm speaking order,
• determine any changes to the zoom settings and any things that could be set up in advance such as polls, breakout rooms, etc.
• make sure screen sharing works for people who will be presenting
• if have time, practice the presentations.

Zephyr Responsibilities

• Remind organizer about tech test
• Send calendar entry and zoom
• Attend
• Adjust zoom settings for real session based on tech test (i.e. polls, q&a availability, chat settings, etc.)

Organizer Responsibilities

• Identify a time for the tech test
• Attend

Write post-event email (if doing a webinar, this will be auto-sent in zoom)

Should include links for:

• Zephyr listserv, twitter and slack
• Post-event survey
• Membership
• Next events

Zephyr Responsibilities

• Write email in zoom settings or in email otherwise

Organizer Responsibilities

• Suggest other things other than the above list to add

Registration approvals

Zephyr Responsibilities

• Periodically until the event login to the admin zoom account and approve registrations according to agreed upon rules.
• Share registration status with organizer

Livestream prep (if applicable)

Zephyr Responsibilities

• Make sure livestream is set up if registration is overflowing
• Send email to registrants notifying them of livestream if the meeting room is full

Note that if the event is set up as a webinar, it should automatically notify people who try to come in when it is full.

Event Execution

Zephyr Responsibilities

1. Log in to zoom using the admin account
2. Rename yourself from Rosella to your name
3. Make all the presenters "co-hosts"
4. Under "screen sharing" on the bottom, set it so that as many people can screen share as they want to
5. Make sure you are recording (it should be default, but you can make sure in top left corner)
6. Welcome everyone while you are waiting every few minutes and say that you will start at the top of the hour
7. If not in a webinar, wrangle the muting...you can mute people who shouldn't be talking and if necessary "mute all"
8. Boot people out who are rude or disrespectful

Organizer Responsibilities

Post Event Followup

• Post video
• Download Zoom event summaries
• Gather presentations
• Send post even email
• Review Survey Results
• Post event summary and materials on website
• Post summary to social media

Post video to YouTube (if applicable)

Zephyr Responsibilities

• Login to ZephyrTransport YouTube (if you are not a manager, ask to be added)
• Add content by clicking the +video button in top right
• Drag/drop mp4
• Add title and event description same as on website

Put zoom event summary to event folder on Zephyr Google Drive

Zephyr Responsibilities Get zoom registration and if applicable webinar report csvs and put into a google sheet on: Zephyr Workforce Development\learning sessions\XXXX

Gather presentations to event folder Zephyr Google Drive

Organizer Responsibilities

• Send presentations to Zephyr Admin

Zephyr Responsibilities

• Put presentations in Zephyr Workforce Development\learning sessions\XXXX

Send post-event email (if meeting not webinar)

Zephyr Responsibilities

• Send email bcc to registrants (get emails from zoom event registration report)

Review Survey Results

Zephyr Responsibilities

• share with presenters/organizers.
• follow up and share additional actions from suggestions.

Post event summary and materials on website

Zephyr Responsibilities

• remove registration links from index.html and event page in /events folder
• add links to presentations and video (if applicable) to event page
• modify event page text to include any useful links, graphics, or summaries

Organizer Responsibilities

• write key takeaways and next steps

Post summary to social media

Zephyr Responsibilities

• Post to twitter, slack, linkedin tagging who participated

Organizer Responsibilities

• Retweet, etc