Practical guidelines and technical indications for  organisation of Teleworkshops

The following indications are for those groups and organizations participating to WSF process that want to establish or deepen contacts with likeminded groups over the world , sharing some common interest or concerns, developing joint initiatives, before, during, or after the global mobilization days in January 2008

Use of widespread means of internet can allow to do this on a collective basis ( we use skype here but msn messenger of free software equivalents can be used

All that is needed is : a shared desire to exchange, and follow up,  a room vast enough with a  connected computer , an internet connection of reasonable good quality,   and good planning and communication between a few folks in the two groups

A small team (two people on each side ) is enough to organize this cyber activity  in a minimal way : contact – find a place - local outreach  -technique – translation – minimal text/audio/video coverage

A bigger team (four to five on each side ) can make things more comfortably ( especially local outreach and extended coverage) see the table of the team at the end of this doc

no sophisticated material or advanced computer knowledge is required ( web cam loud speakers microphones  beamer ) -

More information and advise are available by simply contacting us here in this group

1 Find  the contact and topics  – several weeks before

2 Discuss the content –frame the teleactivity  -  arrange the date  - book the space –

3 outreach locally for attendance /participation in the teleactivity-

4 -address language problems

5-designate people in charge of the technical aspect on both sides that will perform a test together

6 -prepare space and equipment independently on both side (one or two people) – one week before

7 define  and test the precise lay out of the space – independently on both sides

8 -organize the teleactivity coverage on each side

9 perform the cyberactivity   conducting in parallel

10 – prepare –present  future exchanges during  the activity

11 – continue exchanges after  the activity

12 – schedule the next tele activity :-)!

Establish the Teleworkshop team : people with  assigned tasks to be performed about the teleworkshop

1 Find  the contact and topics  – several weeks before

This can be done in various ways

§         Through preexisting interpersonal links – after seven years of forum there are a lot of them

§         Through the teleworkshop promotion group in wsfprocess.net http://wsfprocess.net/groups/cyberactivities-2008/folder_listing
( there is a announcement board in the group)–

§         Through the network of participants to local social forums http://wsfprocess.net/organisations/localsocialforums-participantsnetwork/folder_listing( there an announcement board in this network

§         Through the network of organizers of  regional and national forums ( to be created soon) ( there an announcement board

in those announcement boards people intending to organize a teleactivity can post  a proposal of teleactivity –( stating date – number of people on their side – possible topics) and interested people can answer to this proposal on the site itself

You can access the site after registering as a person find indication on how to register in the home page and find indication about using the site

A first contact is then done by mail, phone , or a skype exchange by chat and phone

in a forum space the list of topics and interested organizations can be censed by the facilitating team

2 Discuss the content –frame the teleactivity  -  arrange the date  - book the space –

When

How long , how many people who are they  where will they be physically located–with anticipation  so that  the information can be circulated locally on both sides in due time and  adequate public can be approached, and each local team can agree on who will do what

Describe the premises

The physical places should be equipped with reasonably good  internet connection

Describe the topics (this will can be done on a preparation list below)

Assess if there might be a preparation and follow up space on internet

Create a mailing list in www.riseup.net  with a presentation page

Create a group of organizations willing to participate in the cyber activity, in www.wsfprocess.net

 Create in this group space the teleactivity  giving  time place  and describing the topic

include people from both sides in the group –organizers – technical team – coverage team , and active speakers and participants

Teleactivity  is relevant if there is intention t make visible one shot initiative, or to promote a

continuity after the teleactivity

general concept

3 outreach locally for attendance /participation in the teleactivity- and

circulate information to the local targeted public  - a group of 10 to 30 people  - can be targeted for first teleworkshops – cyberactivities, extending the number of people is then possible and might need other means

present the teleactivity   who is organizing it in the space of the forum   - send by in mail of by flyers

Local outreach   by

Status

4 -address language problems

if contact is established it means that some vehicular language has been found

in many cases the attendees will speak their language and interpretation is needed: consecutive translation generally the case  -  or simultaneous translation  ( needs more sophisticated equipment)

one can translate  before internet  or after internet .In a local forum there is probably available someone with language abilities

Status

5-designate people in charge of the technical aspect on both sides that will perform a test together 

§         exchange name telephones and skype or msn user names

§         define the system that will be used – and plan a test session  ( several days before) in order to manipulate together

§         having a telephone to get started  helps a lot

§         describe the means and coverage on each side (  be sure that both sides will have beamer and loudspeakers ( this is indispensable )

Status

6 -prepare space and equipment independently on both side (one or two people) – one week before

standard equipment  can be borrowed  from an organization participating to the forum

§         beamer –

§         computer loudspeakers ( usual computer loudspeakers can do for a group of 30 people )–

§         computer microphone ( computer microphone with a long wire- an extension cable is most recommended) –
using wireless microphones is a possibility that we have not tested yet
hooking a public address system with the computer  is something more complicated that we have not tried

§         lighting ( if there is not enough natural light a powerful lamp to have good visibility of people speaking is a plus )

§         webcam(s) webcam have a narrow angle -  so it is recommended to  have  a  several meter long UB cable  to be able to show wide enough images  when there are 30 people around
we have not tested yet two webcams of the same brand and a switch to switch images   one to have one wide image because)and one for a  close up image for speakers

§         electrical plugs and extensions

note in local social forum it is advised to form a stable teleactivity / teleactivity  team that can support cyberactivities of the local organizations interested to  participate in teleworkshops

this team can have the above equipment ( microphones – loudspeakers – lighting lamp gathered and tested and then it becomes easier and quicker  to arrange

 status

7 define  and test the precise lay out of the space – independently on both sides

( this has to be prepared beforehand )

visit the local where the teleactivity will take place and check possible configuration meeting the following constraints

attendees must be

§         properly lighted ( so others can see them well )

§         comfortably seated –

§         not far from the microphone  the speakers can come to a fix place, or the microphone is passed in a circle  sector

§         able to hear the loudspeakers well enough

§         able to see the big image projected on a clear wall by the beamer  (or on  a hanging sheet )  without twisting too much their necks

Status

8 -organize the teleactivity coverage on each side

have someone taking small photos

have someone taking video

have someone taking care of recording  on a MP3 recorder during the session ( one recorder by the loudspeakers – one recorder by the microphone  (small MP3 recorders can be tied to the mircrophone)

have someone taking notes during the session

coverage people can be in contact with their counter parts on the other side and edit a report with photos and edit the soundtrack and put it in wsfprocess.net site

in ivry there has been a training on activist video shooting las t week so this will be a test ground

9 perform the cyberactivity   conducting in parallel

technical monitoring

A-locate your counterpart in the skype directory ( type the name and find it )

Send your wish to exchange

test communication 15mn before to check any last minute prob

B - establish chat contact and audio contact-( press green button)  stop it

C-select the video mode start   tools / options / clcick on video beta leam

image video – click on  xxxxxxx

D-test your webcam – activate select the webcam untill you have the image

E -then start the communication pressing on the green button

F- select full screen image

feedback ( seeing the image that is transmitted to the other side )  is usually uneasy  (feedback  image is small

ushering attendees

facilitation of discussion  (

interpretation

media coverage

10 – prepare –present  future exchanges during  the activity

create

show display the virtual space created  ( riseup mailing list or wsfprocess.net group  that  participants can go in to continue exchanging by mail and comment– by the screen of  another computer

test the possibility to shoot the magnified screen with a webcam  and show

appoint team  on both sides in charge of co facilitating that space

circulate a registration sheet for those willing to be part of the group ( with their respective organisation

Invite them

define some topics and point for further discussion and actions

11 – continue exchanges after  the activity

exchange between  coverage teams

upload coverage in the space of the group( text with images and audio files )

 gather comments about this coverage

start exchanging on agreed topics with facilitation monitoriung

12 – schedule the next tele activity !

in connection