Instructions for Coordinating a Videoconference Downlink Site
Before the conference:
- Identify a satellite downlink site. If the site can accept a KU or C band satellite signal, it should be able to receive the program. If the site you identify and confirm asks for the coordinates, inform them that they will be arriving approximately one month before the videoconference. Please be sure to get these coordinates to the technical person at your confirmed site as soon as possible once they are available.
- If your institution does not have satellite capability, you can usually find a downlink site by calling a local college or hospital, and asking for its videoconference office.
- Once you have a downlink site confirmed, please request a phone outside the room for the live question and answer segment of the broadcast. The room should have seating for the expected number of participants you anticipate and an appropriate writing surface for viewers to complete their paperwork.
- Promote: To assure that people show up at the site you set up, please call, e-mail or post flyers to encourage attendance at this event among your interested colleagues. Please contact Albany Medical College if you would like promotional materials.
- Print out and photocopy forms on this website in the section which reads "Paperwork for the Conference Day."
Please note: if you register as downlink site by the deadline posted on the website, Albany Medical College will mail you a master of all required paperwork to photocopy for your anticipated number of attendees.
Confirm a facilitator, whose responsibilities will include the following:
- Registering the participants and sending confirmations to these individuals with driving directions to the site, if requested.
- Being at the site early to be sure the room is set up, evaluating that the program is being received during the test time, checking that the phone is available and working, and distributing/collecting paperwork.
- Familiarizing participants with the paperwork that they must complete in order to receive continuing education credits. Paperwork directions are posted at the top of each document.
- Mailing required paperwork back to Albany Medical College within one week after the broadcast to assure participants at the site receive their continuing education credits.
Mail to: Jim Ybarra
Albany Medical College
47 New Scotland Avenue
Mail Code 158
Albany, NY 12208
We do not charge a fee for participation in this program, however, there may be satellite site fees generated by the facility you choose.
If you have any questions regarding the above, please feel free to contact Albany Medical College at (518) 262-4674 and/or e-mail: ybarraj@mail.amc.edu
