COV Workshop Template (2009)

1. Workshop Dates:
   
2. Location (city/town and computer lab):
   
3. Funding Source:
   
4. Local workshop contact info
1. Name:
   
2. Organization:
   
3. Work Phone:
4. Cell Phone
5. Email:
6. Workshop date and location confirmation date:
   
5. Online workshop application copied/customized, link forwarded to local contact
1. Link:
   
2. Date forwarded to local contact:
   
6. Lab coordinator Info (Can be school district lab coordinator or tech center lab coordinator)
1. Name:
2. Organization:
   
3. Work Phone:
4. Cell Phone
5. Email:
6. Mailing address (include zip):
   
7. Workshop date and location confirmation date:
7. Local lab arrangements
1. Software specifications emailed to lab coordinator (date):
8. Facilitators Identified:
1. Solicitation email / call for facilitators email sent out as soon as workshop details confirmed, email to all current facilitators and a post in the learning community (date):
   
2. Lead Facilitator:
3. Co-Facilitator #1:
   
4. Co-Facilitator #2 (if workshop attendance > 19):
   

NLT 1 Month in Advance (enter date)

1. Hosting Site Logistics and Participant Info
   
1. Address and driving directions to the building and room number for computer lab:
   
2. Ensure local participants complete the online Google Form workshop sign-up:
   
3. Work with lab coodinator to ensure software is installed, digital backpack equipment is tested, and websites are whitelisted.
4. Commit to number of workshop participants from hosting district (this will determine invoice amount - $3000 base + $400 per person):
2. Onsite lab coordinator
   
1. Date identified:
2. Name:
3. Cell Phone:
   
3. Network login credentials for guest lab users on site computer lab computers
1. UserID
2. Password
   
4. Wireless network
1. SSID and password / login credentials (for facilitators and participants with guest laptops:
   
5. 2 Local restaurants for participant lunches
1. Restaurant 1 Name:
2. Restaurant 1 Address:
3. Restaurant 1 phone number:
4. Restaurant 2 Name:
5. Restaurant 2 Address:
6. Restaurant 2 phone number:
6. Ensure all Local Workshop Contact duties are fulfilled.(all items above in orange are completed)
7. Confirm by phone software installed, digital backpack equipment is tested, and websites are whitelisted (date):
8. Invoice sent to hosting organization - $3000 base + $400 per person (date):
9. Confirmation email #1 of 2 sent to selected participants (date):
   
10. Maintain waiting list for their committed number of workshop participants (last minute substitutions for cancellations)
1. Send announcement and link to COV learning community, including # seats available @ $520 each (date):
   
2. Notify new applicants of acceptance status within 48 hours of submission
   

2 Weeks in Advance (enter date)

1. Cut Off Date for workshop registration, Online application form closed:
2. Confirmation phone call and email to lead facilitator:
   
3. Confirmation phone call and email to co facilitator #1:
4. Confirmation phone call and email to co facilitator #2 (cancelled if enrollment <20):
5. Final participant list created as new worksheet on Application Google Doc/Spreadsheet (date):
   
6. Final confirmation email #2 of 2 sent to participants
7. Individual registrants are invoiced by COV for their cost - $520 per person:
8. Digital backpacks assembled for workshop participants (number):
   
9. Workshop Tubs prepared:
1. Participant completion certificates printed, signed and added (date):
2. Participant sign-in sheet printed and added (date):
10. Lead facilitator and co-facilitators complete Google Spreadsheet Form for workshop expense advance. Only lead facilitator requests meal / refreshment advance.)
11. Lead and co-facilitators make their own local hotel reservations if needed.

1 Week in Advance (enter date)

1. Lead facilitator:
1. Identifies a cooler they can use or borrow.
2. Purchases drinks and snacks.
3. Picks up digital backpacks AND COV workshop kit from COV (tubs containing scissors, power strips and extension cords, label maker, nametags, printed certificates, printed sign-in sheet.)
4. Lead facilitator emails participants requesting learning community forum post comment sharing:
1. What theme they will take for their student-facilitated digital story
2. The estimated date of publication of that story.
3. Link to forum post:
   

During Workshop

1. Lead facilitator and co-facilitator(s) arrive at workshop location at 7:30 am the day of the workshop.
2. Lead facilitator is responsible for leading or delegating leadership for all elements / aspects of the workshop, detailed in the COV Workshop Agenda.
3. Computer hardware and software
   
1. Facilitators are encouraged but not required to bring and utilize their own laptop computers during the workshop.
2. Facilitators should install required COV software prior to the workshop on personal laptops, if used.
   
3. The operating system used should mirror (be the same) as that used by the majority of participants.
4. In most cases COV workshops will be presented for participants using the same computer platform.
5. A presenter computer with LCD screen and PC speakers should be provided in the hosting computer lab.
   
4. Participants sign in each day.
5. All required computer files (including the example storytelling kit) should be copied to participant flash drives after they are labeled during the workshop.
6. Registration payment and POs are accepted for individual registrants the first day of the workshop.
   
7. Refreshments are provided each day (morning and afternoon)
8. Digital backpack equipment is provided to each paid participant.
   
9. Lunch is paid for with lead facilitator advance money.

1 Week after Workshop (enter date)

1. Follow up on payment for workshop invoice by phone and email with hosting district/organization (name, date of school PO contact, estimated date for payment):
2. Follow up on workshop payments not received by email with individual registrants (record on registration spreadsheet):
   
3. Lead and co-facilitators complete post-workshop Google Spreadsheet form and remit (with leftover money) to COV.
4. Lead facilitators collect and return unused digital backpacks, workshop payment/POs, and workshop supply tubs to COV.

2 Weeks after Workshop (enter date)

1. Lead and co-facilitators receive final reimbursement checks by mail from COV.

1. Digital backpack equipment ordered for participants
   1. Digital Audio Recorders - CDW
   2. Headsets - CDW
   3. Digital Cameras - CDW
   4. Flash Drives - CDW
   5. Backpacks - Walker
2. Digital backpacks delivered or shipped to hosting school district

Email templates / documents available online