Event Organizer's Checklist

Checklist of activities that may need to be completed before, at the start, and after a session.

2-4 weeks before the session

If this is your first Faculty of Medicine videoconference session, register for a videoconference training session a few weeks before the session.

Have you requested your Faculty of Medicine rooms using RoomFinder?
If you are using non-Faculty of Medicine rooms, have you booked these rooms with the room booker at the external site?
Have you indicated whether you require any additional services in your event request (e.g., recording, FOM Zoom)?

Have you received a room booking confirmation from the Resource Coordination Team?
Have you arranged room access for participants at all the sites?
Have you forwarded the connection information to those participants who are joining via FOM Zoom or by phone?
Have you informed the participants of the number for the MedIT Service Desk in case of technical difficulties?
Have you arranged for a backup person to perform these tasks if you are unable to attend?

The videoconference bridge will automatically connect all the sites at the start time and disconnect at the end time. If setup time is booked the connection will be made at the start of the setup time.
Once the videoconference has started, check that all required sites have connected to the call. If not, contact the MedIT Service Desk at 1.877.266.0666 option 2.
Audio/Video: Check if you can see and hear participants at all the sites and if they can see and hear you and each other.
Presentation: Check if the participants at all the sites can see the presentation material.
If there is a problem with connection or presentation, contact MedIT Service Desk at 1.877.266.0666 option 2.

Remove all food items, return furniture to original configuration and leave the room promptly at the end of your booked time.
Return or dispose of any catering items. Please do not leave them in the hallway.