Being a Virtual Host Site 2016 - Santa Clara County Office of

Information on Being a Virtual Host Site at the
2016 Inclusion Collaborative State Conference
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2016 Inclusion Collaborative State Conference
October 27-28, 2016
The 3rd Annual Inclusion Collaborative State Conference will be held on October 27-28, 2016
at the Santa Clara County Office of Education, 1290 Ridder Park Drive, San Jose, CA. The
Inclusion Collaborative State Conference is an interactive and reflective educational
opportunity to understand and learn evidenced based practices for individuals involved in in
the care and education of children birth to 12th grade with and without disabilities to create
or enhance inclusive practices in their respective programs and communities in which they
live, work and learn.
Inclusion Collaborative State Conference Desired Outcomes (In-Person & Virtually):
• Develop relationships cross agencies to support inclusive practices
• Understand and learn about research findings, models and evidenced based practices to
guide inclusive practices, policies and professional development
• Meet and learn from peers to problem solve and create inclusive programs for children
birth to 12th grade
• Create a community of practice to support inclusion around the state
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Opportunities for Participation
Target Audience:
Who should attend? General Education and Special Education: Administrators, Teachers, Parents,
Support Staff. General Education and Specialist Education educators are invited to participate in teams.
In-Person Participation:
There are about 300 in-person slots for on-site participants at the Santa Clara County Office of
Education. In-person participants will have access to all keynotes sessions and may select one session
per time period to attend. In-person participants will also have access to all virtual sessions after the
conference and will be invited to participate in the community of practice opportunities.
Virtual Participation:
With about 300 spaces available for in-person participation, the virtual participation is a great feature of
this conference. The conference will have all three keynote sessions and 4 of the 8 concurrent sessions
will be available virtually (total of 20 virtual concurrent sessions, over two days). The conference will be
broadcast live, like a webinar. The cost for virtual participation can be found in the registration rates &
deadlines table, the cost covering both days for each registered email address (individual or Virtual host
site).
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2016 Theme:
Harvesting Equity for All
Inclusion Through Integrated Services
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2016 Inclusion Collaborative
State Conference Schedule
Thursday, October 27, 2016
8:00-9:00AM
9:00-10:30AM
10:30-10:45AM
10:45AM-12:15PM
12:15-1:00PM
1:00-2:00PM
2:00-2:30PM
2:30-2:45PM
2:45-4:15PM
Breakfast & Registration
Welcome and Keynote*
Break & Transition
8 concurrent sessions*
Lunch
Lunch Keynote*
Reflective Session**
Break & Transition
8 concurrent sessions*
Friday, October 28, 2016
8:00-8:30AM
8:30-10:00AM
10:00-10:15AM
10:15-11:45AM
11:45-12:30PM
12:30-1:30PM
1:30-2:00 PM
2:00-2:15PM
2:15-3:45PM
Breakfast & Registration
8 concurrent sessions*
Break & Transition
8 concurrent sessions*
Lunch
Lunch Keynote*
Reflective Session**
Break & Transition
8 concurrent sessions*
*4 of the 8 concurrent sessions will be available virtually
** Includes time to reflect on lessons from the day and create a plan for next steps
In-person session
Available virtually
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Keynote Speakers
In-person session
Available virtually
Thursday, October 27th 9:30-10:30AM: Welcome Keynote
“That’s not fair!”: Addressing Equity in a World Wanting Equality
Dr. Wendy Murawski, Executive Director, Center for Teaching and Learning, California State
University Northridge. She is an internationally known speaker, researcher and author. Dr.
Murawski has won numerous awards for her teaching, research and publications, to include
Teacher Educator of the Year in California.
Thursday, October 27th 1:00-2:00PM: Lunch Keynote
“Family Engagement in 2016 and Beyond: Policy, Practice and Anticipated Outcomes”
Dr. Turnbull, Retired Distinguished Professor, Beach Center on Disability has been a professor
researcher and advocate for individuals with disabilities, their families and service providers
for four decades.
Dr. Christy Kavulic, Associate Division Director of the Early Childhood and Parent Team, in the
Office of Special Education Programs (OSEP), US Department of Education, she oversees the
development and management of discretionary grants funded under the Individuals with
Disabilities Act and supports the implementation of evidenced-practices.
Friday, October 28th 12:30-1:30PM: Lunch Keynote
“Restructuring for Caring & Effective Education: The Inclusive School Through Integrated
Services”
Dr. Richard Villa, has worked with thousands of teachers and administrators throughout
North America and the world to implement organizational and instructional support systems
for education all students within general education settings.
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Virtual Individual Participant vs.
Virtual Host Site
Virtual Individual Participation- Individuals can participate on their own computers at work
sites or at home.
Virtual Host Site Participation- Groups participate in sessions by viewing them on a large
screen with the use of an LCD projector and a sound system. Virtual Host Sites are hosting
their “own conference” with moderate preparation/facilitation. Virtual Host Sites are located
at County Offices of Education, Head Start locations, schools, district offices, regional centers,
and other agencies that promote high quality professional development for serving children
with and without specialist needs in inclusive settings across the state of California. Besides
the reduced cost, group participation encourages local entities to become a Virtual Host Site.
Locally hosted events offer the opportunity for more meaningful remote participation in the
conference through networking, reflection and discussion about the sessions. Breaks and
lunch can be enjoyed at the same times as the on-site conference schedule. Participation by
groups may also lead to team planning for implementation of the inclusive concepts
presented at the conference.
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2016 Registration Rates & Deadlines
Registration opened May 5, 2016 and closes October 7, 2016
Virtual Individual/
Virtual Host Site
Registration**
(by 10/7/16)
1-Day Registration
$175
2-Day Registration
$250
**No registrations will be accepted after October 7, 2016. NO REFUNDS.
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Virtual Participation Requirements:
Virtual Individual
 Complete Virtual Individual conference registration online:
https://www.regonline.com/builder/site/Default.aspx?EventID=1791419
 Computer- Safari or Firefox preferred web browsers
(Please do not use Chrome as your browser)
 Speakers or earbuds/headphones connected to your computer
 Attend mandatory Virtual Training (October 11, 2016 1:00p-2:00p)
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Virtual Participation Requirements: Virtual Host Site
Virtual Host Sites are hosting their “own conference” with moderate preparation/facilitation:
 Determine an Audience
 Determine if your site is open or closed to public participants
(Please note on registration if closed: specific attendees, i.e., Santa Clara County employees)
 Determine number of concurrent sessions your location can accommodate. Each virtual
session needs to have its own room. (Up to 4 concurrent sessions will be streamed)
 Complete Virtual Host Site conference registration online. Determine primary contact per
site, this person will be the lead for their site. They must attend mandatory Virtual Host Site
Training October 11, 2016 from 1:00p-2:00p.
 When registering online, please only register for sessions to be hosted at your site.
(i.e., if you only have 2 rooms available, only register for 2 concurrent sessions)
 Based on the number of concurrent sessions your location has determined:
 One Room Monitor is needed for each room.
 One Virtual Room Monitor is also needed for each room.
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Virtual Participation Requirements:
Virtual Host Site continued
 Laptop for each room- Safari, Firefox or Explorer preferred web browsers
(Please do not use Chrome as your browser)
 LCD Projector for each room
 Speakers for each room
 Phone available to call technology help line during conference
 Online invitation to be sent 2 weeks prior to conference. (Will be invited based on
email provided on registration).
 Follow Preparation Checklist
 Attend mandatory Virtual Host/Individual Training (October 11, 2016 from 1-2:00)
 Virtual Room Monitor’s Training: (October 11, 2016 from 2:00-3:00p)
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Virtual Host Site Preparation Checklist
Facilities:
 Determine an occupancy per session based on Virtual Host Site audience identified
 Create a budget:
 Copies of sign in sheets, evaluations, certificates, session materials, etc.
 Food- Are you providing breakfast, lunch, snack, drinks?
 Fees involved for using the facilities/equipment?
 Any additional costs? (Staffing, etc.)
 Determine location for sessions within site: Is there occupancy differences? Are the
Keynote sessions being viewed in one room or multiple rooms?
 Identify Room Monitors for each session
 Identify Virtual Room Monitors
Marketing:
 Send out the Inclusion Collaborative Save the Date Flyer with a note that you will be a
Virtual Host Site
 Develop a Registration Flyer or use template that will be provided once registered as a
Virtual Host Site
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Virtual Host Site Preparation Checklist
continued…
Registration:
 Provide registration for participants, make sure to include breakout sessions for participants
to register for. Also ask participants if they would like hard copies of session materials?
(Encourage participants to go green by using the online system we provide for the conference
on personal laptops, i-pads or phones.)
 Determine your registration deadline and costs for participants
 Manage registration system
 Send reminders to participants; include any key information (i.e. registration, parking, lunch
details, etc.)
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Virtual Host Continued…
Conference Preparation:
 All Room Monitors and Virtual Room Monitors identified for each session/room
 All Virtual Room monitors must attend mandatory Virtual Room Monitor’s Training: October 11,
2016 1:00-2:00 PM
 Create conference schedule to include times, session names, location of sessions
 Email participants to bring a device to get session materials. Let them know that session materials can
be downloaded or viewed on electronic device.
 If printing hard copy handouts for sessions, copy and organize by session
 Prepare sign in sheets for sessions being hosted.
 Prepare evaluations, one template will be provided. Please attach the corresponding labels provided
with session title. Online link will be provided, another opportunity to encourage participants to fill out
evaluation on their electronic devices. This will also save the Host Site time that would have been spent
submitting evaluations. If requesting online submission, print link out to distribute on the days of
conference.
 Prepare certificates, two templates provided (one for each day). Certificates are for the full day of
participation, not for each session.
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Virtual Host Site Preparation Checklist
continued…
Conference Preparation continued:
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Prepare University of Pacific (UoP) CEU forms for participants to complete.
Fee: TBD (two units total for both days). NO REFUNDS.
Have registration listing of participants printed
Prepare name tags if desired
Provide on line link to distribute to participants
Order breakfast and lunch, if providing to participants
Submit any AV requests (internally)
Signs for Registration, parking direction, if needed.
Coordinate setup and cleanup
Day before conference, ensure each room is setup with:
 Tables and chairs
 Sign in desk
 Seats for Room Monitors and Virtual Room Monitors
 Laptop, projector, screen and speakers
 Sign in sheets, evaluations, certificates, UoP CEU forms organized and ready.
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Virtual Host Site Preparation Example
See example in picture below provided form 2014 Virtual Host Site Orange County Office of
Education (Dillon Henry).
• Each day is clearly labeled, each session has its own folder to hold sign in sheets, evaluations,
tip sheets, etc. They also color coded each time period of concurrent sessions. Additional
folders are added for certificates and UoP CEU unit forms.
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Virtual Host Site Preparation Checklist
continued…
Conference Days:
Please remember there is a 5-10 second delay for the virtual audience
 Post schedule
 Ensure participants sign in for each session
 Check media in each room, laptops, speakers, etc.
 Have greeters at key locations (if more than one session offered per period)
 Virtual room monitors log on to session link 10 minutes prior to session starting
 On the day of the session, virtual participants log on to link to the virtual session, that
will appear under the appropriate post. There will be a video link for each session.
 If experiencing sound/technology issues, please post in the group session
 Respond to the on-line evaluation link for each session, indicate topics of interest for
future sessions
 Distribute Certificate of Completion at end of the day
 Collect sign in sheets and any hard copy evaluations
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Virtual Host Site Preparation Checklist
continued…
After Conference:
 Submit sign in sheets and evaluations to Inclusion Collaborative; either scan to
[email protected] or mail to:
Inclusion Collaborative
1290 Ridder Park Drive, MC 227
San Jose, CA 95131-2304
 Have a debriefing meeting, discuss success/challenges and suggestions on improvement.
Send meeting notes to [email protected]
 Keep the conversation(s) going after the conference
 Participate in upcoming Community of Practices
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Community of Practice (CoP)
The Inclusion Collaborative will host three Community of Practice’s
throughout the academic year. Conference participants will be invited to
attend, along with other community representatives and educators.
Community of Practice’s will support the implementation of inclusive
practices. Virtual participation will be the same as the conference.
Participants will be provided a link and join the CoP Group (information will
be send out via email, registration will be required). In the CoP group the live
streaming and materials will be available. We will post the recording of the
session two weeks post meeting.
CoP Save the Dates:
September 30, 2016
10-12 PM – Co-Teaching
December 2, 2016
10-12 PM – Universal Design for Learning
March 24, 2017
10-12 PM – Inclusion of Students with Moderate to
Severe Disabilities
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Virtual Host Site Tip Sheets:
Room Monitors
Tips for Successful Room Monitors
 Arrive at the session 10 minutes prior to the start of the session
 Be sure to have participants sign in
 Introduce yourself to the virtual room monitor
 Place 5-6 index cards on each table
 Remind the audience write down questions on index cards and hold up when ready for pick up
 Remove duplicates and give the questions to the virtual room monitor to enter
 Remind the audience that the presenter will pause for questions periodically during the session
 Know there can be a 5-10 second delay for the virtual participants to respond or hear questions
 Pass out and collect evaluations or distribute online evaluation link
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Virtual Host Site Tip Sheets:
Virtual Room Monitors
Tips for Successful Virtual Room Monitors
 Arrive at the session 10 minutes prior to the start of the session
 Introduce yourself to the general room monitor
 Log onto the link for presentation, in the notes section post your name/location/site
and how many people are viewing the session
 Remind the audience that the presenter(s) will pause for questions periodically
during the session
 Type the questions from participants (index cards) into the group
 Know that there can be a 5-10 second delay for the virtual audience to hear the
presenter and respond
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Virtual Host Site Tip Sheets:
Virtual Participants
Tips for Successful Virtual Participants
 Share link during the on site registration
 Introduce yourself on RegOnline to the other virtual participants
 Know that there is a 5-10 second delay for the virtual audience to hear the
presenter and respond
 Respond to the on-line evaluation link for the value of the session, indicate topics of
interest for future sessions
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Why participate Virtually?
• About 300 spaces available for in-person participation, the virtual
participation is one of the great features of this conference!
• Avoid $995 average cost per in-person attendee
Traveling from LA:
$350 registration fee (two day registration)
$275 flight (average price)
$250 hotel (two night stay; double occupancy room)
$60 meals
$60 taxi/shuttle
$995 total
• Virtual Host Sites pay $250 (2-Day registration) for as many attendees as
host site determines.
• Example: 4 team members attending in-person cost: $3,980 vs. $250 +
preparation time.
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Next Steps
Virtual Host Sites:
1. Determine an Audience/Registration (Slide 10)
a) Determine if your site is open or closed to public participants
(Please note on registration if closed: specific attendees, i.e., Santa Clara County employees)
a) Determine number of concurrent sessions your location can accommodate. Each virtual session
needs to have its own room. (up to 4 concurrent sessions)
b) Complete Virtual Host Site conference registration online:
https://www.regonline.com/builder/site/Default.aspx?EventID=1791419 . Determine primary
contact for site, this person will be the lead for their site and will enter in their information on
registration.
c) They must attend mandatory Virtual Training Meetings.
– October 11, 2016 1-2p
d) When registering online, please only register for sessions to be hosted at your site. (i.e., if you
only have 2 rooms available, only register for 2 concurrent sessions)
2. Start Inclusion Collaborative State Conference Virtual Host Site Preparation Checklist (Slides 12-18)
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Questions
email [email protected]
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Tugboat:
Inclusion
Collaborative
Ship:
Virtual
Host Site
Think of the Inclusion Collaborative as a tugboat. We will
guide you on how to become a successful virtual host site
and then you will sail on your own!
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Contact Information
For more information about the 2016 Inclusion Collaborative
State Conference, please visit our website at:
www.inclusioncollaborative.org or email [email protected].
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