Scheduling Planning

The process of scheduling classes or events can be simplified if information is gathered and sites are arranged prior to submitting the request to the consortium scheduler.
Whether you are scheduling a point-to-point or multi-point event, the following steps should be taken prior to submitting a scheduling request:

1. Determine the name/title of the class/meeting/event.
2. Decide on dates, times, and sites to include in the videoconference. Have alternative dates,
    times and locations available. A list of sites is located under the "DIRECTORY OF SITES". Maximum     number of sites     for a single event is 12.
    Determine if the facilities you wish to use are available.
3. Decide on the host site for the class/meeting/event. Typically the host site facilitates the     videoconference. It also     serves as a point of contact with IVN if a connectivity problem occurs.
4. Gather the following information and have available for inputting on the schedule request form:

• Name of person submitting request (requester).
• E-mail, phone, fax number of requester.
• Name of school or organization submitting request.
• Know which consortium you are located in. If you are not sure which consortium your site belongs to, check the Directory of Sites. If you are not a member of any consortium, select the consortium of the site from which the event will originate.
• Type of event - is this a higher ed course, K-12 course, non-credit class, continuing education course, meeting, professional development, or a non-profit group meeting or class.
• Have a list of the host site and receiving sites.
• Reservation information - as mentioned above - date and time and an alternative.
• Information about the presenter or teacher - their name, e-mail, phone, fax, school or organization. Determine what resources in the classroom will be needed such as videotape, laptop computer, visual presenter (an overhead projector type equipment specifically for use with videoconferencing), etc.

Once you have gathered the information, contact your consortium scheduler.

Who to contact for scheduling an event

If you know your consortium, contact your consortium scheduler. (Click here for the list)

If you are a non-profit group or wish to use a IVN Public Room, contact the IVN Scheduler at 701-777-6486, option #2
Please note that each event becomes officially confirmed when network resources for the event are validated by the IVN scheduler.