Site Coordinator’s Manual

Essential Contact Information

Before the Teleconference:

Emily Feldman
Staff Associate
OpenTheGovernment.org at OMB Watch
1742 Connecticut Ave NW
Washington DC 20009
phone: (202) 234-8494
fax: (202) 234-8584

Day of the Teleconference:

For technical questions the day of the teleconference, contact:

Tiina Kreek….

To submit questions that may be asked on the air during the teleconference:

Phone: (202) 662-7490*
Email: questions@openthegovernment.org*

*Please do not call or email this number or address until the day of the teleconference. For general questions, see “Essential Contact Information” above.

Successful Teleconference Tips

Role of the Site Coordinator

The site coordinator is a necessary part of the teleconference. Site coordinators may perform different functions. Either singly or as a team, they can prepare for the program, introcude the event, encourage people to call in with questions and fill out evaluation forms, lead their local program, and deal with any problems that may arise.

Before the Broadcast

In preperation for the teleconference, participants can read various resources on the topic posted on OpenTheGovernment.org’s website or Sunshine Week’s website.

Copy the Manuals

Please make copies of the program and evaluation form for the attendees at your site. These materials will be available in pdf form on our site.

Set up the Room

If possible, please provide seating with writing surfaces so that attendees can take notes during the teleconference. You may want to have a supply of paper and pens available. Try to have a phone or computer with email access nearby for participants to ask questions during the national program.

Make sure that technical help is on hand

If you are not a technically oriented person yourself, make sure to have an expert assistant on hand! Tuning in a satellite broadcast can be complicated, so you’ll want to have someone who knows the system.

Tape the program

You are welcome to tape the program to show at a later time.

Day of the Broadcast

Enjoy the program!

Having prepared, you are now free to wastch and enjoy the broadcast.

Send the panelists questions

Please encourage your participants to email or telephone in questions during the teleconference.

Hand out evaluation forms

At the end of the telenconference, hand out the evaluation forms to the participants and ask them to complete the forms at that time.

Conduct your program!

Now is the time to begin your local program if you have one planned.

After the Broadcast

Send in evaluation forms and online survey

Please send in the evaluation forms. We ask that site coordinators fill out our online survey at…..

Buy a DVD!

We will have DVDs of the program available through the Special Libraries Association.

Site Coordinator’s Checklist

This checklist is a handy reference tool for managing
the tasks and information needed to receive “Are We Safer in the Dark?”. It will allow you to keep all related information in one
location, which is convenient in the event of a problem.

Title:

“Are We Safer in the Dark?”

Producer:

 

Day/Date/Local time:

March 13 from 1:00pm- 2:30pm EST

Site coordinator(s)
(include the names and telephone numbers of all involved):

 

 

 

 

Technical coordinator (Name/Telephone):

 

 
 

 

Test time:

Satellite:

 

 

Transponder/Frequency:

 

 

Estimated number of participants:

 

 

Room Reservations

Location:

 

 

Seating capacity of room:

 

 

Break-out rooms (if needed):

 

 

Lunch room (if needed):

 

 

Day/Date/Times reserved:

 

 

Meal/Refreshments:

 

 

Signs (if needed):

 

 

Equipment Reservations

Telephone line(s):

 

 

Telephone line for troubleshooting:

 

 

Technical assistance booked:

 

 

Materials for Sign-in Table

Results received from sign-in
sheet:

 

 

Number of attendees:

 

 

Blank or printed name tags

 

 

Pens/Pencils/Paper

 

 

Financial

Site registration fee paid:

 

 

Participant fees paid by individuals
(if applicable):

 

 

Day Before Satellite Teleconference

Pick up signs (if necessary).

 

 

Confirm correct number of materials.

 

 

Pick up any materials being duplicated.

 

 

Organize registration/program materials.

 

 

Notify information desks at site location
of time and room.

 

 

Day of Satellite Teleconference

Put up signs (if necessary).

 

 

Notify information desks at site location
of time and room.

 

 

Deliver registration/program materials
to registration table.

 

 

Have technical coordinator set up and
test the equipment.

 

 

Set up/test telephone and fax.

 

 

Brief registrar of conference details.

 

 

Check that technical coordinator is testing
satellite signal.

 

 

Hand out evaluation forms.

 

 

Collect evaluations forms.

 

 

Take down signs (if necessary).

 

 

After Satellite Teleconference

Make copies of evaluations and return
originals to OpenTheGovernment.org.

 

 


Fill out online survey for host sites.

 

 

((Frequently Asked Questions))))

Are We Safer in the Dark? An Overview

During the 90-minute national conversation, speakers & video segments created to spur discussion will address:

  • Do federal laws such as the Freedom of Information Act fulfill
    their promise to guarantee openness in government? How do laws
    passed and policies/regulations implemented since 9/11 encourage
    secrecy or openness?

  • How does transparency (or a lack thereof) affect the government’s readiness and response to disasters such as Sago Mines and Hurricane Katrina? What about the public’s ability to plan and respond – or to prevent disasters?
  • How do secrecy and openness influence the personal choices you make to ensure the education, safety and well-being of your families?
  • What tools and resources work effectively in safeguarding the public’s ability to hold government accountable?

Program Outline

  • Introduction of event by Geneva Overholser
  • Secrecy and access — why should we care?
  • A video montage is planned.

Introduction of speakers

  • Theory and practice of openness and secrecy at the federal level
  • Discussion with Tom Blanton, Tom Susman, and Barbara Peterson with Q&A from audience and by phone and e-mail.

Why the public should care: Public safety and personal impacts

Videos and discussions with reporters on Katrina, mine safety, school safety; experience of Florida First Amendment foundation with Q&A from audience and by phone and e-mail.

What now/ what next?

Discussion among panelists and audience about what policies and procedures promoting transparency can help prepare us for – and possibly prevent – the next crisis?

Speakers

Moderator:
Geneva Overholser

  • Overholser holds an endowed chair in the Missouri School of Journalism’s Washington bureau. She is a former editor of the Des Moines Register, ombudsman of the Washington Post and editorial board member of the New York Times.

Speakers include:

Thomas S. Blanton, National Security Archive

  • Blanton is Director of the National Security Archive at The George Washington University in Washington D.C.

Thomas M. Susman, Ropes & Gray

  • Before becoming a partner in the Washington, DC office of Ropes & Gray, Susman served on Capitol Hill for over 11 years.

Barbara Petersen, Florida First Amendment Foundation

  • Petersen is executive director of the Florida First Amendment Foundation, a state coalition that protects and advances the public’s constitutional right to open government by providing education and training, legal aid and information services.

…………….Technical Questions and Answers………………………..

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