Value in Webinars Moderator Checklist for setting-up the webinar room, working with the Presenter, and greeting Audience

1. Moderator Check-List Value in Webinars ID: Andrea Hildreth Client: Walden University, Capstone Project

2. Overview Pre-Session Preparation Log-on Invitations Presenter (P) Arrival Greet Audience (A) Legend: Presenter (P), Moderator (M), Audience (A)

3. 1. Pre-Session Prep Remember, you are learners not performers Making mistakes shows that you are trying, and learning This purple/gold presentation is behind the scenes information

4. 1.1 Open These Windows Here are the windows you want to have open in your web browser Webinar Platform homepage The Screen for this Webinar Presentation Resource pool (example: SlideShare) Value in Webinars wiki This “Moderator Check-List” presentation E-mail Twitter

5. 1.2 Create these Docs Create these documents and keep them on your desktop ready to plug-in as needed Text for e-mail invitation Text for Twitter invitations (Will happen at ?p.m.; Starting in 10 minutes; Just starting; . . .” Speech for introduction of P You will review the speech with P before going LIVE

6. 1.3 Session Links Create a separate document for session links Ask P for them prior to their intro and you want to have them on-hand Add to the list as links arise in the presentation or the CHAT

7. 1.4 Write Invitation It will contain Name of Presenter Presentation Title Presentation Time Link to Webinar Link to Presenter Bio Link to Info on presentation topic (ask the Presenter to suggest links, they may also be used during the Presentation)

8. 1.4.1 E-mail Invitation Sample “Join [Name of Presenter] at [time of webinar] on [Name of Presentation] LIVE [webinar link], Presenter Bio: [Link to Presenter Bio],Topic: [Link to topic info]” Note: this message is 165 characters, your message length will vary depending on the fill-in information. Twitter allows 140 characters so you may need to decide which information will draw a larger audience; Presenter Name or Topic Name and list only that link.

9. 1.4.2 Twitter Invitation Sample 20 minutes prior: “Webinar with [Name of Presenter or topic] LIVE [webinar link] at [Time of webinar]” 10 minutes prior: “Just underway: Webinar with [Name of Presenter or topic] LIVE [webinar link]

10. 1.4.3 Sample Introduction Hello! It’s great to see all of you here, thank you for joining us. I am ___, and I will be Moderating this webinar, so type any questions, comments or problems into the Chat Area and I will respond. If the chat gets lively and I miss your posting, please type it in again. It is my pleasure to introduce ___ from ___ institution. ___ will be speaking to us about ____. I will put some links to information about ___ into the Chat Area.

11. Review – on Your Desktop List of Links Partial list for P to make additions Invitations E-mail invitation 1st Twitter invitation 2nd Twitter invitation 3rd Twitter invitation Speech for introducing P Remember, this is a draft for review by P

12. 2. Log-on As Moderator (M) you need to log-on ½ hour prior to the session start Now that you have the session link, you can send your first set of invitations Go through the audio check supplied by the webinar company Preview your video picture

13. 2.1 Add Sheets: Map Create a new sheet which contains a map The webinar platform might have a clipart map you can use, or search for one online and paste it onto the sheet Audience members will mark their locations on the map using Whiteboard tools

14. 2.2 Add Sheets: Audience Sandbox Consider creating a sheet on which audience members can “play” while they wait for the presentation to begin These sheets can also be usefulif there is a delay in the presentation (technology problem, etc.) Create an Icebreaker Activity See the Value in Webinars wiki page “Instructor Introduction” for Icebreaker ideas

15. 3. Invite Folks E-mail and Tweet prospective audience (A) members This message should be prepared ahead of time Remember to send multiple Tweets as the presentation time approaches

16. 4. Presenter Arrival If P has not arrived 15 minutes prior to start you need to contact them Have them do the Audio Wizard Have them do the Video Preview

17. 4.1 Presenter Upload Have them upload their presentation When upload is complete, they should cycle through the slides to Verify that they are correct Remind themselves of the order Show you where they will discuss links they want you to drop into the Chat Area Show you where they have planned for A participation – andtell you if they are Yes/No or Muli-choice polls

18. 4.2 Review P Intro Review the introduction you have prepared with P Make revisions Have all of this in writing so you don’t have to think about it when you are LIVE

19. 4.3 Review Links Ask P for the list of links they want you to “drop” into the Chat Area (if not previously discussed) Edit the list of links you created prior to the session

20. 4.4 Review participation Ask P how they plan to interact with A (if not previously discussed) Raised hands Yes/No questions Poll questions Chat prompts This tells you what you where to add emphasis in your A welcome

21. 4.5 About Polls Inform P that the Poll results will be tabulated automatically You might have to TURN ON this feature so check the webinar set-up tabs for information

22. 4.6 Suggest Participation If you have time prior to the webinar start, offer to help P add audience participation exercises

23. 4.6.1 Participation Ideas P may have an idea of a place in their presentation where a question would fit Help them craft a question, decided if it is yes/no or a poll question and create a sheet for it (then you just have to remember to plug it in) If they don’t have an idea, divide the presentation into segments (¼,or ½ way points) insert participation exercises

24. 5. Greet Audience Since you have already sent invitations, A will begin arriving Make sure you have set the controls so that you will get an audio cue when someone arrives But, turn this off once the webinar has started because it can be distracting to P and A Immediately welcome them through the Chat Area

25. 5.1 Greet Audience After welcoming an Audience member, ask them to run the Audio Wizard Give them the link to the Audio Wizard

26. 5.2 Be welcoming Early arrivals “Hello Susan, we will be starting in [1/2 hour]. If you want you can go to P’s personal web page to get an idea of what’s ahead” [drop link here] “Welcome Susan, we have some music prepared for you while you wait” [give directions to the music list]

27. 5.3 Greet Universe Remember that the chat is “rolling” so folks who enter the room after “Susan” will be able to see what you have typed to her So you are actually giving information to the Universe (not just Susan) and you don’t have to repeat the same information Have a few messages and cycle through them so that a new arrival can look at the old chat and see the P bio page and the audio wizard and how to access the music, etc

28. 5.4 After The Greeting Steer them to the Icebreaker activity Tell the first few audience members how to participate in the activity, then let them tell those who arrive after them

29. The End