Thank You for Volunteering Your Time!

Digital You Presentation Handbook

Thank you for volunteering your time!

These events provide participants with the training and skills they need to improve their everyday lives online. AT&T is happy to assist you with your presentations, such as providing tablets, when possible. This handbook is divided into three sections:

1. Event preparation and development

A. Run of Show

B. Checklist for event scheduling

C. Checklist for set-up

2. Sample scripts for each of the three kits

3. Event reporting and coordination.

Access to materials can be found at this online portal:

If you run into any issues with the portal please email: .

Event Prep and Development

We have learned that events set up as a classroom style presentation with a presenter up front who instructs the audience on a specific topic is the best format.

When tablets are being used, it is essential to allow time for the audience to practice and use the tablets. Interaction is key to learning for senior tech trainings! Additional volunteers are recommended to help aid the audience to help the participants follow along and answer questions. As a second segment of the senior tech events, you may also offer “bring your own device” Q&A sessions at the end, where participants may ask volunteers about their personal mobile devices they own.

Sample Run of Show

9:00 a.m. – Set up the rooms (See “Event Checklist” below.)

10:00 a.m. – Opening Remarks, introductions
10:10 a.m. – Outline presentation
10:15 a.m. – Begin presentation until agreed designated time
10 minutes until close – Begin individual Q&A
TBD – Complete presentation, thank everyone, participants fill out surveys
15 minutes later – Break down room, debrief

Before Event (6-8 Weeks)

AT&T representatives will lead scheduling and venue locations for 12 of 20 events. For the remaining 8 events, please feel free to identify and reach out to a local organization or school with which to work:

Local religious organizations
Assisted living facilities
Retirement communities
Government organizations
Local seniors’ organizations

Estimate number of desired attendees
Find a venue to host the event (make sure there is no charge)
Set a date and time to host the event. Consider holidays and big, local events when planning.
Alert your 4-H leader and AT&T representative of event details (Event date, time, location, type of presentation, number of attendees, number of 4-H volunteers, etc.) at least three weeks before the event. Please see “Event Coordination and Reporting” section below for more details
Promote the event. Reach out to AT&T representative if collateral is needed
Work with organization to develop plan for recruiting participants and how they will keep you informed
Designate a presenter (if you are working in a team)
Determine how to tailor the presentation deck to meet audience possible questions/needs and finalize updates to the deck

Before Event (4 weeks)

Alert your 4-H leader and AT&T representative of event details (Event date, time, location, type of presentation, number of attendees, number of 4-H volunteers, etc.) at least three weeks before the event. Please see “Event Coordination and Reporting” section below for more details.
Designate an event site coordinator and his/her responsibilities

Manage time
Event logistics
Coordinate volunteers
Collect all media releases and surveys after events
Determine others as needed

Coordinate with third party organization to learn more about the audience and tailor the deck to the audience’s interests and needs. Key questions to discuss include:

What is the average age of expected attendees?
What is their skill level when it comes to using technology?
What are their day to day interests?
Are there a few apps that they would be specifically interested in?

Determine final venue details and logistics:

Which room will you be in?
How is connectivity in this particular space?
Who is your main venue contact?
How many people will the room hold? Can you arrive an hour early to set up?
How will the tables and chairs be laid out in the room?

Reach out to local AT&T EA for them to secure press releases

Before Event (2 weeks)

Finalize attendees and ensure commitments from those who RSVP’d with third party
Share final presentation with all team members
Reach out to local AT&T EA to finalize details

Event Day

Arrive one hour early
Verify that room is set up properly
Set up event tables with materials, handout and one-pagers

Event Checklist

One volunteer coach per table if possible
Tables
Chairs (for senior attendees)
Wi-Fi access
Tablets/stylus pens (one per place setting if possible)
Notecards/Paper for attendees to take notes

Be sure to have enough for all attendees at your table

Printed event surveys

Be sure to have enough for all attendees at your table

Projector to display presentation
Microphone for presenter if needed
Laptop to run presentation (with saved presentation)
VGA or HDMI cords to connect computer to projector
Extension cord, power strip
Make sure event runs according to timeline
Encourage seniors to complete survey before departure

Sample script

Below is a helpful outline of the goals and elements of the training and a short script. Be sure to follow the script within the presentation note section as well. Practice makes perfect, so you would always practice before the day you give the presentation.

Senior Tech Training (Older adult audience)

Goals

Teach seniors basic skills to operate mobile devices
Help seniors feel comfortable with mobile technology and learn benefits of life online

Elements

Seniors tech training presentation and talking points
Tablets
Handout: Tablet 101
Checklist/how to hold a seniors event (in kit)
Participant surveys (for both presenters and seniors)

Presenter:

Hi everyone! Hope you are having a great day so far. My name is XXXX and I’m a student at XXX and a member of Georgia 4-H. [Provide local details.]

My goal is to help you get acquainted with this tablet, so that you understand the features and are more comfortable using it and a smartphone. They’re very much alike.

If you are having trouble hearing me, please let me know. If you have questions, just hold up your hand and ask. If you’ve got a question, chances are someone else here does, as well. [If you have team mates for this, introduce them and let them help answer questions, go to the participant directly to help guide him/her.]

Any questions so far? Ok, let’s get started.

Note to presenter: Use the PowerPoint as a guide. Either connect a cable to the projector so that your tablet shows on the screen, or in small groups just use your tablet to actually show the participants how to work with their tablets. Try not to have them just sit and watch a PowerPoint—they need hands-on learning!

I hope you had a good time today and some useful tips. Before I go, would you mind filling out a survey so that we can track how well we’re doing and if the presentation is helpful to you?

Are there any questions before we adjourn? Thanks again for having me here today. I had a great time, hope you did, too.

Event Coordination and Reporting

Now that you have accomplished your training, you may begin to focus on the scheduling of the community presentations. It will be vital to provide Georgia 4-H leaders and AT&T representatives notice of scheduled events at least three weeks prior to the event. Also, it is important that we track the success of the event.

Georgia 4-H will maintain the reporting system.

Georgia 4-H Reporting Instructions:

The Georgia 4-H Advisor will report to the representative the following details for each group presentation as soon as scheduled (preferably three weeks before the date of the event):

Date/Time
Type of presentation
Address/Location
Number of attendees
Number of Georgia 4-H students