Site Coordinator's Manual

Copyright in the New Millennium

Registration and distribution of materials is being coordinated by the Association of Research Libraries (ARL). For questions regarding registration procedures and program materials contact:

Association of Research Libraries
21 Dupont Circle
Washington, D.C. 20036

Contact:	Mary Jane Brooks
Telephone:	202-296-2296
Fax:	202-872-0884
E-Mail:	maryjane@arl.org

Also, for general questions you may contact:

Association of Research Libraries
21 Dupont Circle
Washington, D.C. 20036

Contact:	Mary Case, Director, Office of Scholarly Communications
Telephone:	202-296-2296
Fax:	202-872-0884
E-Mail:	marycase@arl.org

For general questions about the teleconference, contact the sponsoring association of which you are a member. For very specific technical questions, contact Training Media, Inc., producers of Copyright in the New Millennium at:

Training Media Inc.
PO Box 477
309 Mill Street, Suite 208
Occoquan, VA 22125

Contact:	Gene Broderson or Grace Prescott
Telephone:	703-643-9888
Fax:	703-643-9886
E-Mail:	bizvid@aol.com

Day of the Teleconference

Submitting questions the day of the teleconference:
This number and the satellite coordinates will be distributed through a mailing in early May.

Troubleshooting Hotline:
This number will also be distributed through the early May mailing.

After the Teleconference:

Please see the numbers under Before the Teleconference.

The site coordinator is critical to the success of Copyright in the New Millennium. Site coordinators may perform many functions. Either singly or as a team, they can prepare for the program, arrange for hospitality, introduce the event, encourage people to call in questions and fill out evaluation forms, lead the wraparound sessions, and deal with any problems that might arise. If you have any questions about your responsibilities as a site coordinator, please feel free to call the sponsoring association of which you are a member.

Before the Broadcast

Register participants and prepare certificates
It is a good idea to pre-register participants for the teleconference. This will help you estimate your attendance.

In preparation for the teleconference, participants can read various resources on the topic posted on ARL's web site at http://www.arl.org/dmca/video.html. Please make sure participants are informed of this before the program.

Before the day of the broadcast, certificates of completion should be produced. A certificate from each sponsoring organization will be mailed along with the participant's manual in early May. Please make enough copies of the certificate for each participant.

Copy the manuals
Please make copies of the Participant Packet and the evaluation form for the attendees at your site. These materials will be sent to you in early May.

Publicize the event
Invest some time to promote this valuable program to librarians in your area and to others who may be interested in attending. We have provided several suggestions for promotional activities later in this guide.

Set up the room
If possible, please provide seating with writing surfaces so that attendees can take notes during the teleconference. It might also be a good idea to have a supply of paper, pens, and pencils available. Make sure there is a fax or telephone line to route questions to the presenters.

Make sure that technical help is on hand
If you are not a technically oriented person yourself, arranging to have an expert assistant is the most important thing you can do to ensure a successful teleconference. Tuning in a satellite broadcast is not simple! The satellite cannot simply be turned to the right channel; there are many specific variables that need to be carefully adjusted. Your best bet is to find a person who has done it before to help you.

Prepare for the wraparound sessions to complement the broadcast
Copyright in the New Millennium is a three-hour program including wraparound sessions before and after the teleconference. More details about wraparound sessions are included.

Day of Broadcast

Enjoy the program
Having arranged for plenty of handouts, comfortable seating, good technical assistance, and warm hospitality, you can congratulate yourself on a job well done and sit down to enjoy Copyright in the New Millennium.

Send us questions
Please encourage your participants to fax or telephone in questions during the teleconference.

Hand out evaluation forms and certificates
At the end of the teleconference, hand out the evaluation forms to the participants and ask them to complete the forms at that time. Exchange each individual's certificate for a completed evaluation form.

Conduct the wraparound sessions
More details about wraparound sessions are included later in this guide.

After the Broadcast

Send in the evaluation forms and sign-in sheets
Please take the time to send in the evaluation forms and the sign-in sheet to ARL. In order for accurate compilation of the sign-in sheets, we are requesting all sign-in sheets be typed before returning to ARL.

Please accept our thanks for your effort and participation.

Important Information

Taping the teleconference
Copyright in the New Millennium is copyrighted by all sponsoring associations. Site coordinators may make one copy of Copyright in the New Millennium, but may not make any additional tapes from that copy.

Title:	Copyright in the New Millennium
Producer:	Training Media, Inc.
Day/Date/Local time:	May 21, 1999 from 12:00 p.m.-3:00 p.m. EDT
Site coordinator(s) (include the names and telephone numbers of all involved):
Technical coordinator (Name/Telephone):
Test time:	Friday, May 21, 1999 11:45am EDT (live broadcast begins at 12:15pm)
Satellite:
Transponder/Frequency:
Estimated number of participants:
Fee charged to participants:
Program Materials
Received from Association of Research Libraries:
Duplicating additional copies (quantity):
Room Reservations
Location:
Seating capacity of room:
Break-out rooms (if needed):
Lunch room (if needed):
Day/Date/Times reserved:
Meal/Refreshments:
Signs (if needed):
Registrar:
Registration table:
Equipment Reservations
Telephone/Fax line(s):
Telephone line for troubleshooting:
Technical assistance booked:
Materials for Registration Table
Results received from registrar/sign-in sheet:
Number of registrants:
Blank or printed name tags
Pens/Pencils/Paper
Financial
Site registration fee paid:
Participant fees paid by individuals (if applicable):
Day Before Satellite Teleconference
Pick up signs (if necessary).
Confirm correct number of materials.
Pick up any materials being duplicated.
Organize registration/program materials.
Notify information desks at site location of time and room.
Day of Satellite Teleconference
Put up signs (if necessary).
Notify information desks at site location of time and room.
Deliver registration/program materials to registration table.
Have technical coordinator set up and test the equipment.
Set up/test telephone and fax.
Brief registrar of conference details.
Check that technical coordinator is testing satellite signal.
Hand out evaluation forms.
Collect evaluations and hand out certificates.
Take down signs (if necessary).
After Satellite Teleconference
Make copies of evaluations and return originals to ARL.

A1. Site coordinators DO NOT have to be content experts, nor do they have to be very familiar with the program content. However, to ensure a fulfilling experience for participants, they must

• be present at viewing location,
• distribute registrant materials on the day of the seminar,
• assist with telephone interaction,
• handle any problems or complaints promptly and courteously, and
• lead the wraparound sessions.

Site coordinators who fulfill these responsibilities generate more positive evaluations.

Q2. Whom do I contact if I need help?

A2. The telephone numbers of the appropriate people to contact for help will be given in May.

DO NOT CALL THE 800 NUMBER USED FOR INTERACTION IF YOU NEED HELP. THE OPERATOR WILL BE UNABLE TO ASSIST YOU.

Q3. How does telephone interaction work?

A3. Thirty percent of each program is reserved for on-air telephone interaction between the presenters and participants. Using the toll-free number, participants place phone calls from their various viewing locations. These calls are received at the studio where the program is originating. During their dialogue with the presenter, the voices of callers are mixed into the audio portion of the telecast so that all viewers hear callers as well as the presenters.

Q4. What is my role, as a site coordinator, during the teleconference?

A4. You need no special skills to facilitate a satellite teleconference. We have done most of the work for you. Your job is to prepare for the program, introduce the program, make sure people participate when appropriate, lead the wraparound sessions, deal with problems, and send back the evaluation forms after the program.

Q5. What preparations should I make prior to the teleconference?

A5. Think about how you want to set up your viewing room. It is a nice touch to provide name tags so that people can identify each other. Think about the size of the room itself in relation to the number of people who are participating. Some other questions you should consider are:

• How well ventilated is the room?
• Is it heated or cooled properly?

Then take a few minutes to consider the technical side of the program.

• Do you have a technical coordinator who will be there during the program?
• Do you have the name and phone number of someone to call in case you have technical difficulties (someone other than the technical coordinator, if necessary)?

Q6. What are my responsibilities during the teleconference?

A6. Welcome people as they enter the room. During the satellite test, prior to the beginning of the program, begin the wraparound sessions by introducing the topic, introducing all participants, and initiating the discussion of the program. (Please see the wraparound directions located later in this guide.)

Introduce yourself and give a short overview of what the participants are about to see. Talk to them about the break, refreshments, and any other "housekeeping" details.

Once the program begins, follow along with the participants so you know what s going on, in case someone has a question.

If a problem arises, stay calm. Assess the nature of the problem and get help as quickly as you can. If the technical coordinator cannot fix the problem, call the troubleshooting hotline at the originating studio. To the extent possible, stay with the participants. Explain to them what is being done to resolve the problem. Seek the group's cooperation in making the program a success despite the problem. Finally, thank your participants for their participation and end the program graciously.

Q7. Am I responsible for the satellite equipment?

A7. Satellite video conferencing has been used reliably for more than a decade. Well over 90% of the problems that do occur are attributable to human error. The chance of human error can be significantly reduced if a technical coordinator with thorough knowledge of equipment operations is on hand.

Ensure that a technical coordinator is available to test, set up, and troubleshoot all of the technical aspects of the satellite reception.

Q8. How should I prepare the satellite equipment?

A8. After you determine whether you are using a C-band satellite, Ku-band satellite, or both, there should be a satellite test period before the initial broadcast at 11:30am. EDT. How to point your satellite dish (TVRO) to the proper satellite and to tune the electronic components of the receiving system must be determined locally by the technical coordinator.

Though it may not be possible to test reception of the transponder ahead of the test time, it is possible to locate the satellite with the TVRO and confirm reception of some transponders well ahead of the program date. THIS SHOULD BE DONE, especially if the TVRO to be used is not usually tuned to the satellite being used for the seminar. Once again this should be done by the technical coordinator.

Q9. What is the most effective way to set up the equipment used inside of the room?

A9. When using monitors or conventional TV receivers, use stands that elevate them above the audience, and keep the number of people viewing one monitor to the lowest practical limit. A rule of thumb is 25 people for a 19- or 20-inch monitor.

When multiple monitors are used, adjust them precisely for picture quality, color, and brightness. They should all look the same.

When using large screen projectors keep the screen elevated and seat no one closer to the screen than one and a half times the screen's width. For example, the nearest seat to an 8-foot screen should be no nearer than 12 feet. Also, ensure that the projector does not block anyone's line of sight.

Satellite TV sound is excellent, equal to or better than FM radio. Do the best you can to ensure a quality reproduction system on your end. The program sound source should be isolated at the front of the viewing room. Avoid using built-in PA systems with multiple ceiling systems.

Q10. What should I do if I have a reception problem?

A10. Consult your local technical coordinator before attempting to tune in another satellite channel; minor adjustments to your receiving and viewing equipment may be all that's necessary. These adjustments must be made to determine whether the problem is local. If this does not work, please call the Troubleshooting Hotline.

Q11. What do I need to know about telephone interaction?

A11. Be sure to give the number for on-air interaction. The number will be flashed on the screen to indicate that the phones are open and are accepting calls.

Q12. What are the steps I should follow to handle the call-in process?

Step 1: The site coordinator should select an individual from those who raise hands during the announced call-in period. The individual selected should accompany the site coordinator to the phone. The site coordinator should call. If the number is busy, keep trying until you get a ring or until the program moderator announces that the interactive period is concluded. When you get a ring, be patient. It may take a minute or two for the operator to answer.

Step 2: The operator will ask for the name of the city, then ask you to give the phone to the person with a question. The person with a question will give their name and the operator will confirm the spelling.

Step 3: The operator will transcribe your caller's question as accurately as possible. Then your caller will be asked to hold while the question is screened. In most cases the screening is simply to prevent repetition. If this happens, your caller will be asked for another question.

Step 4: If the question is accepted, your caller will be instructed to stay on the line. While holding, the caller will hear program audio. When the moderator asks for the caller by name, the caller will be on the air. Proceed with the question.

Please emphasize that participants should keep their on-air questions brief. We try to get as many callers as possible on the air. Each caller will also be instructed to stay on the line until the moderator has moved onto the next caller.

If you are not able to get through to the teleconference with a phone call, please fax (if available) the question to the studio. The question will be answered on the air or after the completion of the program.

Q13. How can I prevent feedback?

A13. Feedback, which sounds like a high-pitched squeal, occurs if the television sound system in your viewing room is picked up by the telephone while your caller is on the air. To prevent feedback, the phone operator determines whether he can hear the program in the background as soon as you call. If you can hear the program, he will ask that the sound be lowered. Your call cannot be readied for air until any potential feedback is eliminated.

Note that your callers will hear an echo of their own voice through the television sound system in your viewing room. This is NOT feedback. It is an unavoidable condition caused by the fact that the caller's voice is traveling miles to the satellite and back, which, at the speed of light, takes one-quarter of a second.

© Copyright 1997, Training Media Incorporated

1. Join forces with other libraries. Send memos/flyers/letters and make phone calls.

2. Include a personal invitation with mailings. Use mailing lists from your newsletter editor.

3. Advertise in your local chapter, library, or consortium newsletters.

4. Post announcements on your chapter listserv, Web site, and discussion lists.

5. Create bulletin board announcements, signs in-house and at local libraries.

6. Send news releases to local and topic-related press.

7. Be creative! How else can you get the word out about Copyright in the New Millennium and your site?

   The copy in this manual or on the web can be used directly or changed to suit your style. Remember to create easy-to-read promotional pieces and use a consistent theme or look.

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   For More Technical Questions and Answers

   Representatives from Training Media, Inc, the production company, will be on hand to answer any technical questions or concerns you may have.

   It is encouraged that if there are any questions, your technical person contact Training Media, Inc., to ensure that your equipment is compatible with our system.

   Training Media Inc.
   PO Box 477
   309 Mill Street, Suite 208
   Occoquan, VA 22125
   

   Contact:	Gene Broderson or Grace Prescott
   Telephone:	703-643-9888
   Fax:	703-643-9886
   E-Mail:	bizvid@aol.com

   Please keep in mind that any questions regarding program content, materials, registration procedures, or copyright should be directed to the Association of Research Libraries.

   Association of Research Libraries
   Office of Scholarly Communications
   21 Dupont Circle
   Washington, D.C. 20036
   

   Contact:	Mary Jane Brooks
   Telephone:	202-296-2296
   Fax:	202-872-0884
   E-Mail:	maryjane@arl.org
   or
   Contact:	Mary Case
   Telephone:	202-296-2296
   Fax:	202-872-0884
   E-Mail:	marycase@arl.org

   ---

   Wraparound Session Directions

   The wraparound sessions will occur 15 minutes before (during the satellite test time) and 30 minutes after the broadcast of Copyright in the New Millennium. The site coordinator is responsible for leading the discussion during the sessions.

   Before the Broadcast (12:00 noon - 12:15 P.M. EDT)

   1. Introduce the topic of the teleconference. Ask participants what they are hoping to come away with after the program.

   2. Help the participants begin to generate questions for the teleconference.

   3. About five minutes before the telecast begins, ask for everyone's attention and go over the options for participating and any logistical details you'd like to stress (restrooms, coffee, whether there will be a discussion following the teleconference, etc.).

   After the Teleconference (2:30 - 3:00 P.M. EDT)

   1. Have participants share their response to the program.

   2. Ask some open ended questions, such as:
      • What kind of issues or concerns came up as you watched this?
      • How are you dealing with these challenges?
      • Can you foresee any opportunities or challenges regarding the online service provider provisions?
      • How can we, as information professionals, make an impact on some of the studies and/or proposed rules under consideration by the copyright office?
      • What are some of the next steps that your organization needs to take regarding these changes to copyright law?

      You may wish to record responses on a flip chart or blackboard so that participants can focus on common threads in the discussion.

   3. Briefly explain that research shows that, even with the best intentions, we lose much of what we learn if we don't take active steps to use it. Encourage them to take what they learned from Copyright in the New Millennium and use it to enhance their jobs. The individual commitments they make to themselves can be tied directly to the things you've discussed as a group.

   4. Ask participants how they feel about using satellite video conferencing for educational activities. Do they feel that this is an effective tool for learning? Would they attend more teleconferences for educational purposes?

   5. Finally, ask participants to fill out the evaluation forms and leave them with you. The evaluation forms and sign-in sheets should go to ARL. They should receive their certificates of completion after turning in the evaluation form. Thank them for coming and share any information you think they might find useful (like local places to go for coffee or lunch, etc.).

   The sponsoring organizations are very interested in hearing the results of your discussions. Please forward your results to ARL.

   * These directions are based on the site coordinator's manual from the Libraries, Medical Informatics, and Health Care program from the School of Library and Informational Science and the School of Medicine, University of Missouri-Columbia.

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   Sign-In Sheet

   Site Location (Facility, City, & State):

   PLEASE PRINT your name and the name of the institution where you work, and your email and telephone number

   Name	Organization	E-mail Address	Telephone	Library Organization (For CE credit)

   
   

   PLEASE PRINT your name and the name of the institution where you work, and your email and telephone number

   Name	Organization	E-mail Address	Telephone	Library Organization (For CE credit)

   
   

   PLEASE PRINT your name and the name of the institution where you work, and your email and telephone number

   Name	Organization	E-mail Address	Telephone	Library Organization (For CE credit)

   
   

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