Time slot

Session

Person responsible

Comments

8:00-8:30

Catch-up with YHGfL

all

Meeting with YHGfL to discuss order of the day, any last-minute issues

YHGfL will handle any issues arising on the day - there will be at least three people from the team (Kelly, Stephanie and Phil).

8:30-9:00

Presenters/keynote speakers arrive

all

We have asked all presenters to arrive for 8:30 to check that their presentations are working, sort out any last minute glitches etc.

Chairs for sessions (GM, JD, CB and JM) to meet with presenters; NW to assist (she will be in charge of equipment for the day - we will have flipcams, edirols, ipods and ipads); there will also be a photographer in the morning; team to record short videos on flipcams throughout the day for uploading to the website later 

AG will welcome Doug (and fetch from hotel); Phil will welcome Bob

9:00-9:30

Registration and coffe

Clare Young (CY), Kelly (YHGfL)

This is when people will have a chance to sign up for morning and afternoon session, receive their wi-fi password etc. During registration, delegates will sign up to sessions (YHGfL will provide sign-up sheets).

YHGfL will set up an area where people can leave post-its. There will be a Twitter back-channel - #deft1 monitored by AG/NW throughout the day

9:30-9:45

Welcome

RP/AG

9:45-10:15

Themes from the project

CB/JD

10:15-11:15

Case studies – session 1

1.Getting to Grips with Software - GM

2.Using Social Networking - CB

3.Mobile Technologies & Taking the Class Outside - JM

4.Professional Development Issues - JD

Each session is capped at 20 delegates (sign-up at registration). There will be between 2 and 4 speakers for each session (see insert document)

Chairs will also need to check any arrangements for capturing/recording - NW will be in charge of equipment for the day

11:15-11:30

coffee

YHGfL will provide an area with laptops where people will be able to Tweet, use Digital Bloom etc.

11:30-12:00

Keynote 1

Doug Belshaw (AG)

12:00-13:00

Lunch

13:00-14:00

Case studies - session 2

1.Getting to Grips with Software - GM

2.Using Social Networking - CB

3.Mobile Technologies & Taking the Class Outside - JM

4.Professional Development Issues - JD

14:15-14:45

Keynote 2

Bob Harrison

14:45-15:15

Panel discussion

PM, Chris Bailey, Kate Cosgrove, Doug, Bob

Throughout the day, delegates will have a chance to leave comments on post-its (this will be set-up by YHGfL). RP will monitor Tweets from #deft1 hashtag

15:15-15:30

Closing remarks

JM, GM

15:30-16:00

Debrief

all

General

• create a briefing for whole team so everyone knows what he /she is doing and what is happening 
• agree hashtag for event - have twitter fountain on display somewhere (needs projector and laptop and screen if we do this - perhaps it could be running in the plenary room)
• agree signage for event and text of delegate tags
• agree content for packs - do we include stuff from partners? material from both universities? any goodies? - what will the packs be - folders? bags? Badges - 'I am DeFT'?
• reception - who? what?
• setting up - what time? day before? who?
• create and print conference booklet  
• text for delegates (i.e. directions, where to park etc) to be sent out by  YHGfL in the last mailing
• put paper and pens in conference packs 

Pending

Pending

Pending

Hashtag #deft1 

Setting up:  Clare Young to set up display boards with Digital Bloom

NW and CY to prepare conference folders by Monday lunchtime

- conference booklet

- DeFT pen

- paper

- DeFT leaflet

-insert with info on sessions

YHGfL to send out text for delegates by Fri morning

AG sent out reminder to teachers

On the day, team to arrive for 8 a.m. (see working order table above)

Case Study Sessions -

• incorporate Sarah Butler in sessions (done)
• create a Case Study Session Themes choice sheet (tables) 
• insert this in booklets when printed.
• Produce several A3 versions of this and put on display at conference 
• brief JD and CB to refer to this in their themes session
• create a briefing for Case Study presenters and check on their requirements (point out layouts - suggest we do a floorplan and again have A3 version for display)
• appoint chairs for each session to timekeep, chair questions and help out 

Pending 

JD and CB have  done draft and we have indicated this in the Conference Booklet

question from YHGfL - have you had any thoughts about how to ensure there are delegates in ALL of the sessions rather than everyone just crowding into one or two?  Might want to think about that one – are we allocating delegates to sessions prior to registration or giving them free choice?

Discussion Panel

• agree arrangements - who, what, how
• brief RP and AG to introduce at start of day and introduce hashtag and twitter feed
• organise ideas and questions post-its and a post-it wall (YHGfL)
• agree on method of recording proceedings 

Pending 

Keynotes (Bob and Doug)

• agree someone to welcome Doug and Bob on day and check they have all they need and to be first call on helping them get set up for their sessions
• agree chairs / someone to introduce them 
•  

Pending 

AG will pick Doug up from the hotel in the morning and welcome him 

assign a member of team to each person/job

Open Textbook and Phase 1 Website (for the conference)

• put all case study material into P1 website - liaise with Keith Hemsley
• update front page of P1 website and embed Story of DEFT video
• have beta version of OT with main sections and functionality 

Pending