LOT Workshop Planning Checklist

LOT Workshop Planning Checklist

LOT Workshop Planning Checklist
Resource material development (sixinweeks in advance) LOT Teacher LOT APS
Final preparations (one-two weeks advance) LOT
Leader
Teacher
Coord.
LOT
Members
APS
Workshop Date: _____________________________________
Leader Coord. Members

 Order binders/folders for workshop activitiesfacilitators.
and resources for each
LOT Make
Workshop nametags
Planning forChecklist
attendees and workshop
participant. Include a
After the workshop (within one month)contact list of LOT members. Workshop Title: _____________________________________
LOT Teacher LOT APS
Photocopy
 Confirm workshop
room handouts
reservation, and surveys
technical and AV and needs assemble
and cateringfor attendees.
orders. Leader Coord. Members
 Print
Fill
Adjust extra
out copiesiffor
Expenditure
numbers, LOT members
Report
needed. & Payment andAuthorization
one set for APS. Form. Send to APS
 along
Send in
Generate with
APS original
Resource
sign-in receipts.
sheet Order Form for flyers
for participants. and giveaways.
Photocopy final workshopEmail the LOT Teacher LOT
Publicizing
APS
 Develop
participant your
Education workshop
Office
photographs
list to hand at (2-3
(double months
education@the-aps.org in advance) for a
out. prints) or download the digital pictures.current order form. Leader Coord. Members
APS

 Either
Develop
Review email
workshopdigital
a flyer, emailpictures
posting
materials orand/or
lists mail
andset web of prints
purchase page ortotogather
APS. supplies.
inform teachers If of you
the
 Confirm access to a camera (digital, preferably) for the day of the
workshop.
 Write
plan on Include
thank-you
giving a
teachers
notes.response
a "goodieform.bag" of classroom
workshop; check it for fresh batteries and image disk/memory space. supplies, order
 materials
Get a mailing and list
makefor bags.
teachers and/or distribute flyer to teachers and at
 Send written or email reminders to participants including workshop
the
Send schools.
 Identify/gather
details. Email message
following documents equipment
laboratory totoAPSteacher
(keep listservs.
for athe
copy Post
number
for LOT flyer in schools.
offiles):
groups you
 -expect
 Designate at your
Participant workshop
an Sign-in
LOT Sheet
member (teams of 2-4
to receive andpersons).
track the registrations.
 -Use LOT theMember
Workshop Participant
Breakout Sheet (teachers
Template and researchers)
to divide up the facilitation duties
 -among
Day
Photograph
Decide Release Form
LOT members.
of the maximum
workshopnumber of attendees and establish a waiting list. LOT Teacher LOT APS
 - Participant Exit Surveys Leader Coord. Members
Send press release to local newspapers, school district, university public
 -Get LOTto Workshop
workshop Report
room earlyForm to set up and double-check technical
relations,
-arrangements. etc.
LOT Member Surveys & Team Debrief
 -Send
Room
 Set
Set upof
set-up participant
registration
Workshop handouts,
and logistics
confirmations
Check-in including
table with
where workshop
workshop outline/agenda
details.
participants can sign in. LOT Teacher LOT APS
 Leader Coord. Members
 Plan on tables and chairs for 24-30 participants, plus 2-3 materials
 Have participants sign the Photo Release sheet. Assign an LOT member
 tables and space away from liquids and food for laptop computers (2-3
to take pictures throughout the workshop.
participants at each station is optimal) LOT Teacher LOT
Securing

 Gather a site/room and equipment forand workshop
Arrangeall forreceipts from LOT TVmembers vendorsprojector
(caterer).and/or
Make adata APS
AV equipment: and VCR; Overhead Leader Coord. Members
copy
Reserveof receipts
aand
workshop for LOT file.
site/room at LOT Leader’s institution, a local  school,
 projector
 Remind
screen;
participants
Blackboard/white
about workshop
board and/or
follow-up session.
flip chart;
Review the
or community center
microphone and/or pointer or rent a room at a hotel or conference center.
 details.
Locate
usingequipment
APS loaner(for example, stepsfor forwireless
the stepInternet
test activities)
access and
 If
 Before departing,
laptops,
have
arrange
participants fill out workshop survey form
access to water.
technical support to set up wireless router

 Make
Have
Confirmcatering
LOT arrangements
members
workshop fill outand
set-up if technical
Team providing breakfast
Survey needs
forms and and/or lunch.
thenconnection).
(Internet debrief the
workshop using the APS Debrief Form.
 Arrange for drinking water and glasses to be available to participants
Planout
 Fill forLOT
delivery and secure
Workshop storage
Report Form of loaner
(keep laptops.
a copy for yourself).
throughout the workshop.

 Keep
Keep receipts
receipts for APSrental
of any expenditure
chargesreport.
for APS expenditure report.

 Visit site before the workshop day to preview the space.

-1- May 2008

LOT Workshop Planning Checklist