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Consider what your focus is - how will success be defined?

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Would all be electronic - program, schedule, registration, etc.

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Can use Zoom or other platform and provide links for participants - must have support staff monitoring Zoom links

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Recommended that we have a theme

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Introduce & sustain the theme – have an opening “priming” session and a closing “synthesis” session each day of the conference  

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Consider how long we are asking people to sit

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•Do not run your program into lunch time

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•Allow for breaks and for people to enter “rooms” at least 10 minutes post the start.

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Might consider doing 4 or 5 hour blocks over a period of days or drastically limit programming

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•Have as fully developed as possibly prior to posting.

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Over a “Virtual Conferencing 101” – additionally offer this throughout the event 

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•Have an opening “priming” session and a closing “synthesis” session each day of the conference.

•Priming session (30 min) – beginning is used to highlight one of the major themes of the conference, prepare everyone for the session for the day, and comment on some of the way the sessions interrelated with each other and with the major theme or idea we present.

•Synthesis Session (30 min) – challenge attendees to review the day, reflect on what they experiences and share some ways in which they are going to take action – great review APP called Menti.com

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Social activities do not just happen – you will need to remind people to participate in chats and discussions.

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•Have a location on the platform so people can reach out if they are struggling with technology or need help to navigate – this requires that some of our CASCWA Team are designated to this responsibility.

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There should be a CASCWA Team to support each session – to help with timing and to field questions.

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Consider consulting with others who have done virtual conferences/symposiums - there is still a lot of "new-ness" surrounding this type of activity.

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•Need to make sure presenters do a test-run prior to the event individually and collectively – especially if you have presenters that are facilitating together

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•Test-runs should be done a week or two prior to the event.

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•Want to make sure presenters are comfortable with the format and platform that is being used.

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•Online raffle programs – place to pay for tickets and then drawing names.  Something to consider for our scholarships.

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•Need time in program to remind individuals to check “Winner Board”.

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Consider doing a virtual exhibit hall.   Sample HERE: Virtual Exhibit Hall: https://www.ivatcenters.org/sd-exhibit-hall

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•Good example of sponsor display by SafeSchools -  https://safeschoolsconference.com/virtual-conference/

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Menti.com

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•SCHED – provides support in virtual conference. Offering a great platform that uses Zoom.

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Consider costs - many conference that have gone virtual have reduced their costs due to being virtual.

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Suggestion that you might want to video live stream possibly the beginning and end of each day.

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Like the drop down menus here….it is clean and reduces the amount of verbiage you have to move through: https://hhrnsymposium2020.elevate.commpartners.com/agenda-day-1

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Interesting program: https://cb63046ab4a58b0ade19-88c7ae4d61d029d39a6c91d441417df3.ssl.cf2.rackcdn.com/ahp_05af5d45e470d3078288364028e2d71a.pdf
This was a download

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-Good FAQ’s: https://hhrnsymposium2020.elevate.commpartners.com/faqs

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Nice online program & they had Self-Care Sessions: https://static1.squarespace.com/static/5dab45989a9f9f7b4aa96521/t/5efcdcec5384f04c4cc23173/1593629940515/25th+San+Diego+Virtual+Summit+Reg+Brochure.pdf

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•Need to decide if the sessions will be recorded and how the recordings will be posted

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Might consider movement during programming

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Volunteer opportunities: https://www.ivatcenters.org/san-diego-summit

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Like this: Birds of a Feather Discussion Groups

Join fellow attendees, speakers, event partners, and Moz staff in one of our virtual Birds of a Feather discussion groups. Discussion Topics vary each day at the conference and offer something for everyone.

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Button to take you to the “Summit Website” – separate from webpage so that you have room to “spread out”.

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-Countdown clock for registration https://pophlc-vs-innovations-in-affordable-housing.heysummit.com/checkout/select-tickets/

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-Category section or possibly it could be a topic session (see link above)

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Great Program with Links - conference was a little long....too many days.

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Panels
Cafe Experience - one hour topic
Breakout Rooms

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NAEHCY - categories - look at https://web.cvent.com/event/84f2f2be-e0fd-4ef1-aac8-f276b9806a73/regProcessStep1

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Use REMIND APP

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31st Event Productions_ZOOM Participant Etiquette slides_Template (1) (1) (1)

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Send out emails providing tid-bits about upcoming events.

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25th San Diego Virtual Summit Reg Brochure

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I would be careful about running more than 3 days - I have been having conferences that are running a week long....and it is really hard to stay attentive....

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So several conferences I have been to have sent "goodies" including a program and lanyard in a mailed box to my home.

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Having an APP for APP users. Drop schedule and all links here too.

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Using a Google Doc - one for each organization that are attending as "vendors".

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Using a Google Doc - one for each organization that are attending as "vendors"

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Using social handles

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First 5 minutes - Hosted by a CASCWA person who starts things and introduce (similar to an in-person event but even more important). Take a poll on who is in the room (and if missed then put in Chat). Host lets people in. HOST is named on screen. PRESENTER is names on screen.

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Create a CASCWA Background to be used throughout the conference.

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https://na.eventscloud.com/website/14488/virtual-exhibit-hall/

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Raffle Form from Ca. Mental Wellness Conference 

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Raffle Form from Ca. Mental Wellness Conference 

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https://docs.google.com/forms/d/e/1FAIpQLSdwLwsUmFhqC407Tk8Dbf2S-94biXxO4ozhrIVs7yYWV4vQiQ/viewform?mc_cid=54b7be24be&mc_eid=d850eb394b

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https://aas.org/meetings/aas236/exhibit-sponsor