Organizations and agencies across the public health, healthcare and non-profit sectors are increasingly using online webinars or web forums as a dynamic and cost effective medium for hosting a variety of trainings, discussions, and meetings for diverse audiences located both near and far. In this webinar, the third session in the latest 21st Century New Media Series from CALPACT and CHL at UC Berkeley's School of Public Health, Hannah Laurison and Livia Rojas from ChangeLab Solutions, and Lotta Chan and Star Tiffany from the Public Health Institute shared best practices, lessons learned, and examples of how to successfully plan and produce webinars/web forums for your organization. This handout is a resource from that webinar. Enjoy! To learn more about this series, please visit: http://chl.berkeley.edu/events/newmedia/2012-2013-new-media-trainings/sessions. To hear the recording from this webinar and access other resources, please visit: https://cc.readytalk.com/cc/s/meetingArchive?eventId=a6d7n24l70bm&campaignId=crxb9rahyccq Follow Us on Twitter: @CALPACT Facebook: http://www.facebook.com/CALPACTUCB Website: www.calpact.org

1. Green Room Checklist
TITLE
CALPACT New Media Webinar: Webinars and Web Forums for Health Best Practices
DATE
Wednesday, March 13, 2013 | 11:00 am to 12:30 pm Pacific
PRINT OUTS
Housekeeping Notes – these are the Web Forum instructions for the participants
Internal Agenda – detailed agenda with notes of when to pass the presenter ball and to whom
Presentations Slides
Poll Questions
Green Room Checklist
DAY OF WEB FORUM
NOISE – be careful of paper noise and tapping on the table. The Web Forum is being recorded and this
noise could be picked up.
CELL PHONES – please turn them off!
9:00AM PACIFIC
Set-up COMPUTERS {4 Ethernet Cables}
TELEPHONES – {2}
Start WebEx Event – Lisa HOST
START PRACTICE SESSION – Lisa – go to the Event drop down menu > Click the Start Practice Session
Star JOINS the Event
MANAGE PANELS go to the View drop down menu > Scroll over Panels > Click on Manage Panels > under Available panels select
Polling > Click on Add > confirm that Polling is now located under Current panels > Click the OK button
Lisa UPLOAD SLIDES
Lisa UPLOAD POLLS
TEST QUESTION – ANSWER WITH STICKY NOTE TEXT
Star logs into Event with Carmen’s MacBook Pro
SKYPE automatically logs into Dialogue4Health Account
Lotta opens WIRETAP, Star shows how
HOST KEY:
790367
DIAL IN #:
1-877-668-4490
ACCESS CODE:
963 119 105
IP ADDRESSES – write down ip addresses, and if you have a problem, send an email with your ip
addresses to yourithelpemail@yourorganization.org
ASSIGN PRIVILEGES (ATTENDEES) – go to the Participant drop down menu > Scroll over Assign Privileges To > Click on
Attendees > under Communications, uncheck Private chat with: > Click the Assign button – let them see the number of people who are on.
555 12th Street, 10th Floor, Oakland, CA 94607-4046 • Phone: 510.285-5500 • Fax: 510.285-5501 • www.phi.org • www.Dialogue4Health.org

2. ASSIGN PRIVILEGES (PANELISTS) – go to the Participant drop down menu > Scroll over Assign Privileges To > Click on
Panelists > under Communications, uncheck All attendees and Attention Tracking, AND > under Document, uncheck Annotate> Click the
Assign button
Q&A – right click on Q&A and adjust options
URL – right click on participants and insert url for Dialogue4Health
QUIET SIGNS – tape on doors/windows with blue painter’s tape
WATER & CUPS - Make sure everyone has something to drink and a glass
FOOD – Everyone needs to keep their blood sugar up!
REST-O-ROOM!
PENS & NOTEPADS – set out for our use
10:30AM PACIFIC
Speakers log onto WebEx
DIAL into WebEx teleconference with Attendee ID#
Star is PRESENTER
Is everyone logged on?
With agenda – clarify who the presenters are.
REMIND panelists that there will be a practice session at the end so they can debrief
10:50AM PACIFIC
Unmute all panelists – you can unmute and mute yourself
RECORD VIA WEBEX – record on server
Star dials into teleconference via SKYPE
RECORD – start recording via WIRETAP (audio input Skype)
FOR AUDIO PROBLEMS
Audio is through your speakers or your computer headset. If you cannot hear, please feel free to call
into the teleconference.
Dial-in
1-877-668-4490
Access Code:
963 119 105#
ROLES
Q&A – audio and other technical issues – Lisa
GREET PANELISTS, verify audio quality, and suggest adjustments – Lisa
HOST – Lisa
PRESENTER BALL – Matthew et al.
PRESENTATION UPLOAD – Lisa
RECORD - Lisa
11:00AM PACIFIC
LIVE
DO NOT FORGET
SAVE Q&A! SAVE CHAT!
SAVE POLLS! SAVE RECORDING!
555 12th Street, 10th Floor, Oakland, CA 94607-4046 • Phone: 510.285-5500 • Fax: 510.285-5501 • www.phi.org • www.Dialogue4Health.org