Additional Instructions for Workshop Hosts

Thank you for your willingness to host a Web-Empowered Church Workshop. Your efforts are greatly appreciated as we partner together to help churches and other Christian organizations around the world use internet technology more effectively to enhance their ministries. For workshop attendee information, please see the Workshop Information Page.

Here is a check list to help those who are hosting a workshop:

Room

  1. We need a room that is large enough to comfortably seat everyone who registers at tables facing the speaker and a large screen.
  2. A quality projector is needed with at least a resolution of 1024 by 768 pixels. This makes it easier for people to see the fine details on the computer screen, like icons.
  3. The speaker needs to control the slides on the computer during the presentation using a mouse. The cable from the projector must be long enough to reach the computer where the speaker is standing.
  4. The first part of the presentation the speaker will usually stand near the screen. Some sort of podium that can handle the weight of a laptop is helpful. A table can support the laptop too if it is close to the podium so the mouse cable can reach.
  5. The second part of the presentation requires more interaction with the computer, so it is usually best for the speaker if there is also a table with a chair for the speaker to sit and use the computer will looking at the large screen and the audience. This works if the table is out from the screen and facing sideways so the speaker can look one way to see the screen and the other way to see the audience.
  6. It is usually best to provide a hand-held or wireless microphone with a PA system to ensure people can hear well. Also, if you have skilled audio people and the equipment, it is helpful to provide a PC audio jack to connect the audio from the presenter's laptop to the audio system for videos used in the presentation. Please help test the audio when the speaker arrives.
  7. Attendees need tables with space to write and to use a laptop. They need to be able to face the screen as well, so round tables do not work as well unless just one side is used.
  8. Power is often a challenge. Each table needs access to a power strip that is within a reasonable distance to plug in. And the chords around the room need to be routed in a way that is not too hazardous for people walking around.
  9. Wireless internet is beneficial, but not required since the WEC-TYPO3 Server used in the training runs on the local computers. It is better if the wireless network is left open during the event because some people have trouble entering passwords and setting up a wireless network. If the network is not open, please be sure to have complete instructions for connecting and the needed password ready.
  10. If it is available, it is helpful to have a wired internet connection for the speaker because wireless networks commonly get overloaded with large groups and a wired connection is more reliable. Also, if you have a wired connection available, it is often helpful to provide wired connections for a few of the attendees at a table or two.

Accommodations

    1. Please plan to check people in or to receive payments if needed. Name tags are helpful too.
    2. If possible, please provide coffee and other drinks and light refreshments in or near the room throughout the event.
    3. Please provide a box lunch for each attendee so attendees do not need to leave the building and the group can continue the conversation.
    4. Please plan to provide a copy of Mark Stephenson's book called Web-Empowering Your Church: Unleashing the Power of Internet Ministry to each attendee or at least each church. Books can be ordered most places Christian books can be purchased, but shipping can take awhile.
    5. Please plan for copying handouts. Each attendee needs a hard copy of the presentation handout and of the WEC 101 PDF Document. You can get a copy of the latest presentation handout from the speaker via e-mail. Please feel free to add a cover page or to put these documents in a binder or folder. The document WEC 101 Document can optionally be printed in color, but that is not required.

    Support

    1. Usually the host starts the meeting by introducing the speaker and saying a prayer. The host also gives instructions about anything related to the facilities and other accomodations.
    2. There is a critical need for a technical support people during the hands-on-training portion of the event. We like to have one support person for 15 people or so. These people can be attendees as well. Their most critical role is to help make sure all the people who want to, have the WEC-TYPO3 Server installed on their laptops and running properly. The tech support people do not need to be computer experts, but they need to be able to follow the directions for installing the software. These people are also needed occasionally to jump in and to help people who get stuck as they try to follow the steps within WEC 101. The steps are straight forward to a computer/web-knowledgable person, and they are demonstrated for everyone on the big screen. So the tech support people do not need to prepare extensively except to install the software on a computer and to glance at WEC 101 ahead of time.
    3. Approximately 1 week prior, the speaker (or the host) will send a welcome e-mail to all the registered attendees. That e-mail will welcome them, will point them to the Workshop Information Page, and will ask them to prepare their laptop for the training if they choose to follow along on their own laptop. Please e-mail a list of registered names and e-mail addressed to the speaker and then send periodic updates as that list changes.

    Again, thank you for being a host. We are blessed to serve with you!