Day-Of Operation

How to run the live Portal

THE DAY BEFORE

Confirm Appointments

Call people one day before their Portal appointment in order to confirm their times, give directions, and tell them to arrive early. If voicemail, leave a message with your number so that they can call you back, if they need to cancel or if they are lost.

For example: “Hi, I am calling from the [YOUR CITY] Portal to confirm your appointment tomorrow at [Time]. Please arrive early to ensure that you have ample time in the Portal. Thank you.”

Cancel any appointments on Flexbooker if people tell you they can’t come, so that the spot is open for last minute sign-ups or walk-ins. If there is a gap in the schedule, you or your volunteers will have to speak to with someone.

NOTE: We must ALWAYS have someone to enter the Portal. If no one, is around, you might have to go in. That is why it’s important to have volunteers to help you.


THE DAY OF

Setup (30 minutes before opening)

  • Unlock Portal
  • Set a table and chairs out front with the following materials: The guest book with gold pens to sign. Flyers, postcards, and business cards for those interested. A computer/ipad/iphone to pull up the schedule on Flexbooker.
  • The Portal is a piece of art. Treat it as so. Make sure the inside is clean. Sweep the inside. Have a spray can of gold paint available in case there is any graffiti.
  • Turn on lights, projector, computer and keyboard.
  • Contact your colleague in the other Portal location via Whatsapp and let them know you are online.
  • Troubleshoot any sound and video issues with your Portal curator in the other location. Any urgent questions you can always Amar at 202.431.1144 or Michelle at 202.441.2950.

Running the Portal:

1. When people arrive, give them the following instructions:

  • I will show you where to stand inside
  • Speak towards the screen
  • If there’s translation, speak to the translated person, not the translator
  • If you want or need a prompt, it is, “What would make today a good day?” Or whatever prompt we choose that day.
  • Tell them you will give you a three to five minute warning when it is time to wrap up.
  • Ask them to write about their reactions in the gold book afterwards.

2. Send them in:

Wait to make sure that someone comes in from the other side before stepping out. People should enter individually instead of as a group (but use your best judgment, especially with families/kids). Sometimes people will ask if they can go in together, and generally say yes, but limit it to 4 people at once.

  • Pay attention to the time, and give them a 5 minute warning. When the time is up, gently knock on the door and nudge them out.
  • If there are no-shows, you can leave the person in longer if they want. Contact the Portal Curator in your paired location so that they are aware and can adjust as necessary. They might get kicked out by the other side if someone has arrived for the next appointment on that end. As such, don’t give the 5 minute warning unless:
    • Next person has arrived and is waiting for the next slot (which you will know through your WhatsApp chat with the other curator.)
    • The person inside told you they are in a hurry.

When they come out, have the videographer or you interview them (if they agree) and take the next person in. You don’t have to do this for every person. One a day is great.

3. Take pictures and videos of people entering and exiting the Portal.

Take at least 4 pictures a day for social media and send it to Emma via WhatsApp. Photos are most effective when accompanied by a quote. Some potential questions to ask: How was your experience? What was most surprising to you?

Ask for their permission to use the picture. At the end of every day, upload the videos with the format: MM.DD.YR.CITY.INTERVIEW.NAME format to your cities video folder on Google Drive.

  • Social media: Ask if you can tweet it or put on instagram. -Name, age, occupation, #[YOURCITY]Portal @SharedStudios #sharedstudios @yourorganization
  • If people want to keep in touch and forgot to exchange info, take their name, email, and any info on their conversation partner. Email your partner in the paired location (in daily report) with their time slot and info asking for him to track down that email.

7. Portal conversations by default are private. But if you want to record certain conversations or special performances, you can do so on Zoom, Skype or Google Hangouts (see the next page, under SOFTWARE).

CLOSING

  1. Turn off projector, lights and computer.
  2. Pack up all the materials that were outside into the Portal.
  3. Lock portal. Don’t forget the code!
  4. Send a daily report to Cara (cara@sharedstudios.com) if there are any important or interesting things to communicate, or if there were problems.