Moderator Checklist for OPAL Online Events Using tcConference

This sequential list of tasks for someone facilitating an OPAL online event using tcConference software was compiled by Tom Peters.

Please send comments, questions, and suggestions to tpeters@tapinformation.com or 816.228.6406.

Several Days Prior to the Online Event:

• Meet online individually with the speaker/presenter to test his/her microphone and to acclimate him/her to the online room.
• Go into the administrative module for the online room to be used. Add the presenter as a moderator and change the default homepage in the room to one appropriate for the online event.
• Convert the PowerPoint presentation slides to a set of HTML files, then upload the entire set of files to a web server.
  
  

Just Before the Start of the Online Event:

• Make sure the speaker/moderator has moderator status in the room. Their name will be in bold.
• Have the speaker/moderator test his/her microphone again.
• Make sure the moderator has the follow-me (synchronized) browsing feature turned on. Their name will be italicized.
• Announce to the incoming virtual studio audience that the event will start in x minutes.
• Start a recording session, then pause it immediately (alt-P).
• Tell everyone that the program will begin in ten seconds.
• Un-pause the recording (alt-P) and begin the formal introduction to the program and the speaker.
  
  

During the Online Event:

• Monitor the text chat and respond to any problems or procedural questions people may have.
• Communicate privately with the speaker/moderator, if necessary.
• If you get bumped out of the room, your recording session will be terminated. Pop back into the room as quickly as possible and set up another recording session.
• Thank the speaker and the members of the virtual studio audience.
• Stop the recording.
• Save the text chat as a separate file (optional).
  
  

After the Online Event:

• Convert the WMA audio to MP3.
• Modify the metadata for the two audiorecordings. In “explore” mode in the MS Windows operating systems, you may be able to do this by right clicking on the file name.
• Upload the WMA, MP3, and HTM files to a server.
• Podcast the MP3 audiorecording.
• Remove the event announcement from the OPAL schedule of events.
• Add links to the various files to the OPAL archive.
• Go into the administrative module and remove the speaker as a moderator.
• Change the default homepage in the online room.
• Note the usage stats for the room during the timeframe of the online event and update the OPAL attendance spreadsheet.