HUD's Web Management Operating Procedures

Appendix E: Checklist For Web Clinics Hosts

Web Clinics for HUD Partners are a great opportunity for the local HUD Office, in partnership with the Department's Web Team, to reach out to HUD's partners, helping them do their work more effectively through the web. The Department's Web Team will do all the presentations and supply the basic handouts. As hosts for the event, your job will be to invite the participants and manage the logistics locally.

Here is a checklist to help you (and help us) make your Web Clinic a success!

Before the Clinics

___ Reserve meeting space: Clinics will begin at 8:45 a.m. and end at 3:15 p.m. Registration for the Clinic begins at 8:30 a.m. Ideally, you should find a space that allows you to set up a registration table outside of the room. Clinics can be as large (or as small) as the meeting room available. Normally, we prefer groups of 30 - 50, although some clinics have exceeded that number. If possible, schedule the clinic in a room that allows participants to sit at tables or desks - it makes it easier for them to take notes. Because the participants will be looking at websites displayed on the screen, it's a good idea to find a room that allows them to sit as close as possible (within 15 - 20 feet, if possible). We often get complaints when participants have to sit farther back and have trouble seeing the screen or hearing the speakers. Sometimes, you can solve this problem by setting up the room sideways (instead of longways).

___Make sure the room has an Internet connection and a power source for both a laptop computer. If extension cords will be needed, arrange for them. Cords should be taped to the floor, for safety's sake.

___ Reserve an InFocus projector if one isn't available in the meeting room. If an extension cord is needed, be sure to arrange for it as well. Cords should be taped to the floor, for safety's sake.

___ Arrange for a speakers table and a table for the projector: A table with 2 chairs should be set up in the front of the room (make sure it doesn't block the audience's view of the screen).

___ Microphones: We will not need microphones unless the room is a large auditorium or ballroom. In that case, please provide 2 lavaliere or hand-held microphones. We walk around, while we're doing the presentations; so we need to avoid wires, if possible.

___ Reserve a large screen, if one isn't available in the meeting room. If the group is large, you may want to set up 2 screens. In that case, please work with the IT staff to make sure you have the proper cords and equipment to "split" the feed to the screens.

___ Send out invitations at least 3-4 weeks in advance. You should talk with your Field Office Director about the best way to do this. One effective strategy is to send a letter from the FOD, along with a copy of the agenda. Some offices also have conducted phone-calling campaigns to make sure their customers know about the clinics. Most offices have very comprehensive mailing lists, so work with your FOD to decide which groups to target. In general, we encourage you to invite

• State and local government agencies,
• Nonprofits,
• Community- and faith-based organizations,
• Housing authorities,
• Neighborhood Network groups, and
• Other HUD grantees.

Don't just limit your invitations to groups in your area - we've had people come from neighboring states to attend these Web Clinics. You may want to ask the FODs at neighboring HUD offices to invite their customers, too.

___ Record RSVPs. The invitation says that people may register by mail, by phone, or by email. Keep track of the responses. Experience has shown that you can expect a no-show rate of about 10 - 25%, so it's a good idea to "over-book."

___ Confirm registrations: If the participant has email, send a message confirming his/her registration. A sample email message follows:

Thanks for your interest in HUD's Web Clinics! We look forward to seeing you at the Web Clinic in the San Francisco HUD Office, to be held on February 8. Registration begins at 8:30 a.m., and the Clinic will start promptly at 8:45 a.m.

Here's some important information. You may want to print this out.

Location: the Web Clinic will be held at the HUD Office, which is located in the Federal Building at 1 Fifth Street. The Clinic will be in Room 10.

Parking: There are several parking garages in the area:

- 1234 Fifth St
- 5678 Tenth St.

Security: Please enter the HUD building through the Fifth Street entrance. You will be asked to sign in and show a picture ID. The security guard will have a list of the Clinic participants, so you shouldn't have any trouble!

Cancellation: If you find you can't attend the Web Clinic, please let me know as soon as possible. We have a waiting list of people who would like to come.

If you have any other questions, please don't hesitate to contact me by email or by phone (555-555-5555).

___ Advise the Web Team on number of participants: Please keep the Web Team informed on the number of participants you've registered, so we'll know how many packets to send you and how many copies of the Web Clinic Wizard software to bring with us.

___ Add local materials to the Clinic packets: About 2 weeks prior to the Clinic, you will receive a box from the Web Team. It will contain:

• Packets for each Clinic participant
• Blank name tags
• Blank sign-in sheets
• Directional signs, to be posted in your halls on the day of the Clinic

___ Print name tags for each attendee. Note: you must use an inkjet printer to print the name tags. A laser printer will cause the pre-printed tags to smear. If you don't have an inkjet printer, then you either can hand-print the name tags or print the names and organizations on plain white stickers and then apply the stickers to the pre-printed name tags.

___ Print a list of places to eat in the area, for those who want to go out to lunch.

___ Notify building security: If the building has a security desk or requires passes to enter, be sure to alert the building manager about the event. On the day of the clinic, you may want to station a staff member at the entrance to ensure that attendees are admitted without problems

Day Before the Clinic

___ Be available to meet the Web Team around 3 p.m. At that time, the Web Team will want to see the room in which the training will be held, test the computer (which we'll bring) and the InFocus projector, make sure the room is set up properly, and go over final details with you.

Day of the Clinic

___ Place signs at appropriate points in the building, directing attendees to the meeting room. It's a good idea to have these signs up by 8 a.m. - participants often arrive early!

___ Set up a clinic registration table, outside the meeting room. Assign staff to meet and greet the attendees and hand out the name tags and packets.

___ During the Clinic, assist the Training Team by responding to local questions and providing information on logistics, places to eat, etc. Be sure to note any comments or follow up commitments made during the clinic, so you can relay them to the local HUD staff.

___ Make copies of the sign-in sheet for your office. The Web Team will keep the originals.

After the Clinic

___ Follow up on any promises made at the Clinic

___ Provide any feedback about the Clinic to the Departmental Web Team