TASK+1


 * Task 1: ON BEING INVITED AND WHAT TO DO ON ARRIVAL**

1. Field reps will be invited by IBEN and once they accept they will have to access REGIS to find ……what? (Use the ppt on this page to guide you in this task). Access to REGIS will provide the Fiels rep with links that will: Show the FR which event they have been scheduled for, acess to the Field rep guide, the Field rep report, and the Plennary ppt. In addition there are links under Logistical information for: key deadlines, AV equipment, hotel ammenities, IB travel policy and form, expense form, MEDEX card and ESTA fact sheet.

2. When will you be required to arrive? What should be your first steps once you arrive at the workshops venue? Prepare your own checklist to make sure you cover all these steps. You will need one of the resources uploaded last week to guide you.

Start a new thread on the DISCUSSION link on this page to write your findings.



Dear all, Thank you for your lively conversations and for joining in so enthusiastically. I'm copying below a SAMPLE RESPONSE for the sake of summarizing not to point out anything that is right or wrong......I have also added in some responses to questions you posted. Gaby


 * __SAMPLE RESPONSE __**

1. Field reps will be invited by IBEN and once they accept they will have to access REGIS to find ……what?

If you are both a workshop leader and a Field Rep....you will have the same username and password to access REGIS. Once you go into REGIS you will find the "events" you have been assigned to....if you have been assigned to lead a workshop you click on that event and you get the info necessary.....if you have been assigned as a Field Rep you click on the FR event and get the corresponding info....


 * In REGIS: **
 * Under General information **:
 * Global workshop architecture


 * Under Professional Development Information **:
 * Regional Field Representative Guide
 * Field representative report
 * Plenary session ppt


 * Under Logistical Information **:
 * Key deadlines
 * LCD/ Laptop agreement (as from 2013 the IB will provide the necessary equipment for the Faculty meeting.....during 2012 the Faculty meeting will still be more of a conversation with the faculty although we shall provide a power point as a guide for this conversation and Field Reps who want to take their own laptops to scroll through this ppt can certainly do so!!!)
 * Hotel, Travel and Honorarium Policy
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">Travel Policy
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">Travel Form
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">Expense Claim Form
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">MEDEX Card
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">ESTA Fact Sheet

There is no need for Field Reps to contact workshop leaders prior to the event.....the conference coordinator will be in contact with workshop leaders and will relay on any important info to the Field Rep.

<span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">2. When will you be required to arrive? //<span style="font-family: Arial,sans-serif; font-size: 9pt;">Field reps must arrive with time to: (Field Reps do not need to arrive for registration) //
 * //<span style="font-family: Arial,sans-serif; font-size: 9pt;">get organized for the Faculty meeting //
 * //<span style="font-family: Arial,sans-serif; font-size: 9pt;">rehearse plenary session (on your own or with other programme Field reps) //
 * //<span style="font-family: Arial,sans-serif; font-size: 9pt;">attend Faculty dinner //

<span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">What should be your first steps once you arrive at the workshops venue? Prepare your own checklist to make sure you cover all these steps.
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">Check in
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">Contact IB Conference Coordinator onsite:
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Location of IB office in hotel
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Conference Coordinator contact number
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Update of info on workshop rooms, list of participants,
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Internet access: who has access,passwords
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Security issues: will rooms be locked during breaks?
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">AV staff contact information
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Become acquainted with the layout of workshop rooms, breakfast/lunch area, restrooms, emergency exits
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Check out plenary session room (if there are other programme Field reps do this as a group)
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">AV connection: TRY OUT THE SYSTEM!!!!! Does the ppt work? Do the microphones work?Area where WSLs will be sitting during plenary to make their introduction to participants easy
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Rehearse plenary
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Check out Faculty meeting room:
 * <span style="font-family: Arial,sans-serif; font-size: 9pt;">Check notes for Faculty meeting
 * <span style="background-color: white; font-family: Arial,sans-serif; font-size: 9pt;">Is everything set up for meeting