2023-24 Trainer Info: EXT

What Courses is responsible for

• The gSheet. I’ll reference this many, many times. This Google-based multi-tab spreadsheet is shared between myself, the trainers, and Matthew (“the Zoom guy”), and there is one unique gSheet for every event. It has all our Behind The Scenes stuff, as well as all the attendees/attendance information. Anything about this event that the team needs to know, will be on a tab in that sheet.
  • You may see me call it “our shared gSheet” or our “Team Hub”
• Zoom + tech support. If you don’t know Matthew Settle already, I can do introductions. He handles event-day from 1 hour pre-event (ie, panicked attendees can email or phone him), tracks attendance, works closely with me, and does a bunch of event-day tech magic for you.
• Event listing, plus. I list each event on Courses & ICEEFT, then handle event enquiries, registration/sales, waitlist, scholarships, etc. If anyone contacts you, you can point them to the Courses site and/or courses@iceeft.com
• The Portal. Anything an attendee might ask about should be here. The portal houses all attendee information (left column) and date-released information (right column) including: trainer-provided content (once I have it from you), the core event materials, zoom link alongside time zones, completion badges, and completion certificate.
  • Event materials have limited access: 2 weeks pre event to 2 weeks post event.
  • NB: the Portal is where the Zoom link is shared.
  • I’m also responsible for ensuring that trainers, Matt, helpers, and attendees all have appropriate access to the attendee portal.
• CEs. I have our CE providers in place, and a system for how we track attendance; I submit that data to the providers. Q&A about CEs (including event duration, breaks, and learning objectives) can be found on this page in the green (right hand) column.
• Contacting attendees. I send event reminders 2 weeks pre-event and again 3 days prior. After the event, I check that each attendee has submitted their Exit Survey, follow up as required, and share the First Year Free membership information, too.
• Connecting EFT Org’s with attendees. Post-event, Lily & I will tackle the attendee list, filter out anyone who did not consent to their details being shared & anyone who did not complete the EXT, then match every person to their geographically closest EFT Org. We then contacts each EFT Org providing the name/email/location of the recent EXT grads specific to that Centre/Community.
• Reporting. Whether that’s keeping you abreast of ticket sales pre-event, or providing financial reports to the Board, or compiling the Exit Surveys (which are shared with trainers post-event), or… Courses does all that.

What trainers are responsible for

• The Live Couple. Find & communicate with them, input when they’ll be taking part into the gSheet, share the Zoom link with them, and provide me with their signed consent form (at least 3 days in advance).
• Trainer-provided materials. Slides, handouts, videos — whatever you want attendees to have a copy of. Please provide these to me 3 weeks pre-event, if you can. PDFs are preferred. Once I have these, I upload and add it to the portal for attendees to access.
• Course content. Work with your co-trainer, plan the course, prepare and present what you want to show & do at the live-online training. Matthew may be able to help make your dreams come true 😉
• The tech you need to take part: good quality internet, microphone, camera, and computer with Zoom.
• Communication. Provide up-to-date headshot & bio (for the Courses site) and resume/CV (for the CE folks). Complete scheduling surveys. And generally respond somewhat promptly to emails.
• Attendee reminders. In the future, I might make a checklist of things to mention at the start/end of an event. Eg: to complete the Exit Survey right away. This does not yet exist (4/May/2023).

What trainers & Courses have intertwined responsibilities for

• Marketing. I tend to market our events in general; trainers tend to market the specific events they are involved in. The trainers marketing guide has a bunch of information re potential social media posts, etc.
• Helpers. There are quite specific pieces here:
  • I will provide you with an (optional! customizable!) Helper Application Form, and the gSheet it feeds into. See examples (green/right column).
  • You are responsible to advertise for helpers (you may list on TopicBox), go through the applications, select who you want to work with, and inform applicants re yesses & nos.
  • You also let me know who you have decided upon (there’s a spot in our gSheet for this), preferably 2+ weeks pre-event for the majority of the helpers. Then do your best to keep the Helper section up to date; this is where Matt & I look for the knowledge we need.
  • I set up access to the portal for approved-helpers & send them an email re that access + about invoicing (approx 2 weeks pre-event). I also handle invoice reminders & approvals (post-event).
  • If any helper who has portal access needs to withdraw, let me know so I can remove their access.

Trainer Pre-Event Checklist – with due dates

• Trainer-provided materials. Slides, handouts, videos — whatever you want attendees to have a copy of. Please provide these to me 3 weeks pre-event, if you can. PDFs are preferred.
• Helpers. Let me know who you have decided upon (there’s a spot in our gSheet for this), preferably 2 weeks pre-event for the majority of the helpers. Then do your best to keep the Helper section up to date thereafter. If any helper who has portal access needs to withdraw, let me know so I can remove their access.
• The Live Couple. Provide me with their signed consent form at least 3 days in advance.