How to Set Up for the Vocabulary Mapping Workshop

Best Physical Setup

One plenary room, breakout rooms for each domain team (breakout rooms should be close together)

Equipment Needs

In every room - internet connections (wireless is best), projector, laptop, screen, white board, table and chairs.

In plenary room - need the above, plus a podium and microphone, classroom setup

Personnel Needed

Workshop lead - to provide the overall leadership

Technical lead (and possible backup or two) - to provide support on technical issues, especially on the breakouts

Logistics/administrative coordinator - to coordinate the logistics and provide administrative support during the workshop

Plan and Get Meals

It's optimal to provide coffee, light breakfast, lunch and break beverages and food on site. The meeting location may have a specific caterer who provides such services. Breakfast should be provided before the start of the meeting, lunch at a standard time and breaks should be set up for domain teams to use as desired.

Visit Meeting Location Early

To ensure a smooth workshop, it's important to visit the meeting location in advance and make sure that the rooms are easy to find, the A/V equipment works, the internet connection is strong, and that there is a person familiar with the facility available to help with problems, if they arise during the workshop.

Have Flash Drives and a Printer Available

For quick and easy file transfers, have a few labeled flash drives available. Also, have a printer available for use throughout the workshop.