Webinar

Webinar training event organization procedure

Plan the event

Setting up webinar agenda and registration

1. Request an account and new training event on events platform (INDICO agenda system) from the training task leader (sonja.filiposka@finki.ukim.mk)
2. Add other event managers as necessary
3. Follow the provided template in order to preserve layout consistency for all events
4. Contact trainers and define training schedule
5. Provide trainers with access to training platform (see next section)
6. Provide agenda and other necessary info in the agenda system
7. Provide link to interested trainees for registration to the webinar source on the training platform using key (see next section)
8. Change visibility of event to public (protection tab)
9. Inform training task leader so that the information about the new event can be announced on the NI4OS-Europe website
10. Advertise event to all relevant stakeholders

Preparing training material and webinar on training platform

1. Request a new training course on the training platform from the training task leader (sonja.filiposka@finki.ukim.mk)
2. Change the training course settings if needed
   • make sure the course can be self enrolled with key provided (check with training task leader about key definition)
   • make sure the course has no end date
   • refer to provided manuals for course management in Moodle
   • refer to provided manuals for webinar setup in BigBlueButton
   • contact training task leader in case you need help or support
3. Add other trainers to the course if needed
4. In the course add the information on min requirements for following the webinar for users (see manuals section)
5. Define additional training content by adding files, web links and pages, SCROM packages, etc. if necessary
   • after the webinar is completed the recorded video should be added to the course materials
   • training materials can be added during and/or after the event as needed
6. Setup the webinar option using BigBlueButton
   • use the option for uploading presentation beforehand if necessary
   • test internally
7. Review and update the provided feedback form template
8. Enable the feedback form to be completed by trainees that are enrolled in the course
   • the feedback form should become active at the end of the event and remain open for the following 2-3 weeks
9. Once the course is all setup, make the course visible and open for registration
   • update the training events platform site with this information
10. Announce the course on the training platform and the event platform
    • training task leader will propagate this announcement to the NI4OS-Europe web site and mailing lists

Just before event

1. Make sure the training platform is complete with all training materials necessary
   • retest the webinar
2. Welcome the trainees to the course using the announcements module in the course
   • refer them to the min requirements and send manual on how to connect if necessary

During the event

• add/change course content as needed

After the event

1. Add the video from the webinar to the course materials
2. Using announcements module kindly request trainees to fill out the now active feedback form in the next 2-3 weeks
3. In case of updated content of the course after the event has finished, use the announcement module to inform trainees about course changes
4. Using announcements module send a reminder for feedback form to enrolled trainees

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