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Our Roadshow Planning Process

Roadshows are exciting opportunities for us to showcase our work, engage with participants, and gather valuable feedback. However, behind the scenes, lots of planning and preparation are essential to ensure that everything runs smoothly on the day of the event. 

Every Monday, our team gathers virtually for our Road Show Planning Sessions. These meetings are the foundation of our preparation efforts. During these sessions, we discuss upcoming roadshows, delegate roles and responsibilities, and iron out any logistical details. Led by our coordinator, Erica, these meetings set the stage for effective collaboration and organization.

Central to our preparation is our ongoing roadshow checklist. This checklist serves as a comprehensive guide, outlining all the materials and resources required for each roadshow. The checklist accounts for  promotional items, consent forms as well as technical equipment like laptops and VR headsets. This ensures that we have everything we need well in advance, minimizing last-minute surprises.

About a week before each roadshow, we conduct a dry run in person. This rehearsal is crucial for several reasons. Firstly, it allows us to review the roadshow checklist to confirm that we have everything we need. Secondly, it provides an opportunity to reiterate roles and responsibilities, ensuring that everyone is clear on their tasks. Additionally, we discuss logistical details such as transportation and booth setup, ironing out any potential issues beforehand.

During these dry runs, one team member tries on the VR headset while others practice the Think Aloud (TAO) protocol, our method for collecting participant feedback. This hands-on rehearsal is invaluable as it allows us to identify and address any potential IT issues or challenges with the feedback collection process.

One memorable lesson we learned during a dry run at the maxSIMhealth lab in preparation for an Age-Friendly event at Ontario Tech University was the importance of troubleshooting in advance. We encountered difficulties casting the Meta Quest 2 onto the laptop using the public wifi. Despite encountering difficulties with the public Wi-Fi, we quickly improvised by using a team member's hotspot. This led us to conducting more research and eventually investing in a router, ensuring seamless connectivity for future events. This incident underscores the importance of dry runs in uncovering potential challenges and finding solutions proactively.

While we can't anticipate every hiccup that may occur during a roadshow, our preparation significantly reduces the likelihood of unexpected issues. By conducting regular planning sessions, maintaining a comprehensive checklist, and rehearsing our processes through dry runs, we set ourselves up for success on the day of the event.

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