Standard Operating Procedure (SOP) for setting up a Face-to Face or Hybrid Seminars.

1. The role of the IDM:
Secure a lecture theatre for speaker.
Draft poster and advertise once finalised.
Ensure an attendance register for CPD points in the Lecture Theatre.

2. The role of the Host or unit's administrator IF hybrid:
In order to avoid logging in problems, to create an MS Teams link for host and presenter in hybrid and send the link to the Programme Coordinator for poster purposes.

3. The role of the Host and preferably assistance of unit's administrator on the day of the seminar:
In the case of a hybrid seminar, follow steps a – g. These steps are to be done before seminar starts.

  • Collect the Lecture Theatre's key from the security desk in the Wolfson Pavilion as welll as return after the seminar has ended.
  • Log onto the Lecture Theatre's PC with your username and password and if hybrid, log into the MS Teams link..
  • Ensure that presentation is shared for online attendees (if hybrid), and the recording will be the discretion of the presenter.
  • Ask virtual attendees to use the chat-box to pose questions and/or type their HPCSA membership number for CPD points
  • If hybrid, download attendance report of virtual attendance and forward it to the Programme Coordinator.
  • Assist the speaker with loading of presentation which was preferably loaded on a USB since there is an existing PC in the Lecture Theatre.
  • If there are any videos to be played during the presentation, ensure to click "include sound" before sharing the screen.
  • Introduce the speaker
  • Chair the Question-and-Answer session

Faculty's IT does not support this activity thus kindly take note of the phone as well as contact details in the Lecture Theatre.
When using the phone, scroll down to HSF Classroom Support.
In the event the phone is busy, call via your cell phone - 021 406 6725