Virtual Visit Event Planning Timeline
Year to Months Out
Contact publisher/author and request Skype event
Agree to date, time, format for event
Contract details
Exchange Skype contact information with author
Two Months Out
Start marketing the event with students
Loud Library blurbs/Book Talks/Application Process/Trailers/Market the Author to students!!
(see document download at bottom of this page)
One Week Out
Send out student invitation letters
E-mail for teachers about the event with student list
Confirm Skype call time (check time zone) with author
Day Prior to Event
Test call on Skype
Check audio and video components
Have assistants deliver student Skype passes (see document download at bottom of this page)
Day of Event- AM
Event reminder on daily announcements
Reminder email for teachers and students
Get tables ready with questions, pens, blank notecards (see document download at bottom of this page)
Fifteen Minutes Prior to the Event
Have students arrive about 15 minutes before the author call will take place
Discuss Skype etiquette with participating students (click on link)
Have assistants call for late-comers
At the Time of the Event
Dial in with the author on time and have an introduction prepared that will be delivered to students while the author in on the line
In case of digital fails, have a prepared back-up plan
Assist students as they take turns asking questions and interject/explain as needed (see document download at bottom of this page)
Keep an eye on time and have students all thank and say goodbye to author at the end of the event
Immediately Following the Event
Take care of any swag giveaways before students leave event
At the end of the event, before students leave, have them sign a thank you card that will be sent to the author
Notify teachers that event has ended and that students are making their way back to class
Day After the Event
Survey students about the experience
Send thank you card(s) to author
Take care of any contract loose ends
Publicize your successful event
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Downloads for use for your virtual visit event (feel free to tailor to your own needs)
mullinskypeapplication.docx | |
File Size: | 14 kb |
File Type: | docx |
skype_pass.docx | |
File Size: | 57 kb |
File Type: | docx |
notes_about_skype_questions.docx | |
File Size: | 15 kb |
File Type: | docx |