What are Gov Meetings Go Virtual
Recipe Documents?

Each course workshop is accompanied by editable reference documents—over 20 in all—that are loaded with the step-by-step details you need to handle your online event production process.

We call these Recipes because they are crafted for step-by-step use, and are meant to be refined by you over time, to match the needs of your agency.

Importantly, all the course recipe documents are marked with a Creative Commons license, so you can modify and excerpt them as you wish, with attribution for non-commercial use. These documents alone are well worth the entire cost of the course.

Module #1

A Little History and Virtual Meeting ABCs
Live Workshop: Tuesday, May 21, 3:30pm Eastern

Our first module is for everyone. In order to understand the importance of webinars and virtual meetings to the government, we need to first step back and understand how this technology has evolved, where it is today, and where it's headed. We also need to strengthen our vocabulary regarding virtual meetings. This first module provides the foundation for the entire course. All students are urged to attend this first live workshop.

Learning objectives are to:

1. Understand the history of the Internet as it applies to webinars and virtual meetings.

2. Learn key terms that we will use throughout this course, covering both webinars and virtual meetings.

3. Understand how this course works, how to access and review the workshop archives, how to use the recipe documents, and how to take the certificate tests.

New recipe documents are:

• Glossary of key terms
• Workshop slides and handouts

Module #2

Webinars and Web Meetings: The Basics
Live Workshop: Thursday, May 30, 3:30pm Eastern

In this second module we roll up our sleeves and get started with webinar production. We learn about webinar products and how to compare these and other products in detail; the differences between webinars and web team meetings; the basic functions of a webinar team; and the steps to a successful webinar production.

Learning objectives are to:

1. Introduce 8 webinar products, key features and comparison criteria;
2. Understand the differences between webinars and web-based team meetings;

3. Specify the 8 functions of your webinar team; and

4. Learn the 12 steps of webinar production.

New recipe documents are:

• Webinar vendor comparison workbook
• Webinar program design checklist
• Webinar sample moderator script
• Webinar satisfaction survey
• Workshop slides and handouts

Module #3

Webinars and Web Meetings: Beyond the Basics
Live Workshop: Thursday, June 6, 3:30pm Eastern

We now understand the basics of webinar production, so it's time to focus on process refinements. What are the key things to achieve before, during, and after your webinar?

What is the difference between a "good" and "great" program? And what are the top production No-No's you want to avoid? We cover all of this and more in this module.

Learning objectives are to:

1. Consider some Philosophy and Motivation.
2. Discuss 7 audio and video considerations.
3. Learn the 14 steps to a perfect Run-through meeting.
4. Review the pre-flight checklist for the webinar coordinator and moderator.
5. Highlight content options and facilitation techniques.
6. Understand more about Accessibility.

New Recipe documents are:

• Webinar run-through checklist
• Webinar streaming equipment
• Webinar presenter checklist
• Webinar attendee FAQ
• Webinar pre-flight checklist
• Webinar sample text chats
• Workshop slides and handouts

Module #4

Hybrid Meetings & Conferences: The Basics
Live Workshop: Thursday, June 13, 3:30pm Eastern

In this module we utilize and leverage everything we've learned about webinars. We jump into hybrid virtual conferences -- how to extend your existing face-to-face conferences and meetings out to an internet- based, national or global audience.

We cover a complete set of basic elements for your first hybrid conference and show you real-life examples. We also take a look at "Mock-Physical/Immersive" and "Virtual World/3D" event platforms.

Learning objectives are to:

1. Define a hybrid virtual conference.
2. Review 3 levels of webcast production.
3. Understand basic differences between 3 models of virtual conference platforms -- “Web Interactive”, “Mock Physical (Immersive) and “Virtual World (3D)”.
4. Discuss platform vendor selection criteria.

New recipe documents are:

• Session facilitator sample chats
• On-site session room checklists
• Vendor selection criteria
• Workshop slides and handouts

Module #5

Hybrid Meetings & Conferences: Beyond the Basics
Live Workshop: Thursday, June 20, 3:30pm Eastern

In module #5 we take the next step forward, describing the process of producing a hybrid in some detail. We describe the members of your project team. Then we walk through each of the process steps — 14 of them in fact — for implementing your first hybrid event. We map each step to its timeframe and owner(s):

• Project Manager
• Sponsors & Tradeshow
• Marketing & Communications
• Speakers & Tracks
• Technical Coordinator
• Virtual Event Platform Vendor

Learning objectives are to:

1. Begin putting together your strategic case for a hybrid conference.
2. Understand the 6 roles on your hybrid conference project team.
3. Overview the 14-step process for implementing a hybrid conference.

New recipe documents are:

• Hybrid conference project team
• Hybrid conference attendee FAQ
• Virtual conference branding options
• Workshop slides and handouts

Module #6

All-Virtual Conferences and Course Wrap-up
Live Workshop: Thursday, June 27, 3:30pm Eastern

We have taken an extensive look at the strategies and best practices involved with implementing government webinars and hybrid virtual meetings, where we are taking an existing physical meeting and extending it out to remote attendees. What's left to do?!

In this final module #6 we learn how to take our conferences entirely online. We explain the process and the costs for creating an all-virtual conference. And we see how to make our case for going virtual, including budget, environmental impact, compliance, and job satisfaction.

Learning objectives are to:

1. Understand the 3 drivers of all-virtual conferences
2. Adapt the 14-step process to implementing your first all-virtual conference
3. Discuss 5 elements for making your case to “go virtual” with your meetings, including financial justification
4. Course wrap-up

New recipe documents are:

• Physical-virtual conference budgets
• Greenhouse gas inventory
• Workshop slides and handouts