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Session Preparation and Maintenance
Session Preparation and Maintenance
2 Offers:
1. We offer a full real-time collaboration platform during the work shop & then turn over the productions into MS Word and PowerPoint documents
2. We offer a full real-time collaboration platform during the work shop & the client organization continues the collaboration on their servers after the session, provided that the client organization operates on GoogleForWork
Time line:
- IT needs 2-4 weeks to set up the system up
- IT person on site for day before & first day
- Consultant time: 3 days: 1 day GP (Tier4) for the know-how transfer - 1 day lead consultant (Tier 4) - 1 day second (Tier 6)
Budget:
- For 40 tablets and 8 screens rental: $15,000
- Consultant design & prep time:
- IT Setup time: $17,000
- IT team cost: $10,000
TOTAL: $42,000
Requirements:
Hotel / Venue
Groups of 8
Round tables, each with a TV stationed - 42"
Validate with location IT manager the bandwidth, reliability, and robustness of WIFI
Make sure that the connection session lasts for the duration of the workshop, once the tablets are connected
Connection to the facility WIFI needs to be "direct" - through ID/PWD, not portal
Hardware / Vendor [rentals]
MANDATORY: Pick a vendor for that tablets that can push a specific configuration on all the tablets
TVs [Android smart, or at least with HDMI for wired connection]
iPads at least 1 ipad air per 2 participants
Drive, Chrome, Set up correct language on tablets, Remove useless apps, test links needed for session to open default Google apps, remove the clicking sound, turn sound off, turn automatic apps update off
Each groups of tablets (one group per table) logged into each Chrome app with an account previously set up under insigniam-collaboration.com domain following the naming scheme g1-companyname@insigniam-collaboration.com, with passwords to follow "G1insigniam" "G2insigniam" scheme.
HDMI-lightning adapters with option for power charging for TV tethered iPad, 1 per TV
HDMI cables 1 per TV
Charging pods to recharge tablets every night
Cleaning cloth to clean up the tablet screens every night
Consultants for testing
Nate
Scott
Jon
Tom
After being trained
June
Julie
Alan
Greg
Marie
Setup
Before
- Build a dedicated website (Google site, Wix.com, SquareSpace, or other WYSIWYG Website Design platform)
- Build templates of documents for each work session (Google Doc or Google Slide - Avoid Google Sheet at all cost)
- Build Forms if you plan to facilitate voting sessions or submission of content by the participants
- Build the Folder tree to organize the templates per group
- Set up the Google Chrome accounts on one master laptop to project the productions on master screen
- Prepare color dots to identify the tablets in each group (one color per group)
- Set up the correct permissions for the documents: (Edit inside a group and master account: edit mode, for the other groups: view mode only)
- Set up each tablet Chrome app to point to the event website by default
- On each tablet, put a customized home screen with the client's / event's logo
Nice-to-have's:
- A Who's who page on the website
- Create a form for a internal tweeter: to post on idea, comment, etc. wall (that you can project on a separate screen)
Day Before
- Test the robustness of the WIFI network by connecting all the tablets at the same time and play with a couple
During
- Every evening:
- Clean up the screens
- Charge the tablets
- Close open documents
- Adapt the website if the outline has changed
- Refresh the main Chrome app page to the homepage
After
- Turn over the content to the clients organization:
- by having them copying the main folder to their server
- by converting the Google Docs into MS Office equivalents
- Transfer ownership of all the files to the lead consultants Google Account
- Contact Rob to close the dedicated Google Accounts created for this event (they cost money to maintain otherwise)
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