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Virtual Experiences Logistics

Virtual Experiences Logistics

This page contains important logistical information for Virtual Science AcademyScientists in Action and Digital Earth Academy programs. Please scroll to find information about your upcoming program. For more information, scroll to the Frequently Asked Questions section at the bottom of this page.  

Quick links:  

  • See how to prepare for your day here 
  • Download Virtual Science Academy materials here. 

Virtual Science Academy

Getting Started 

How We Connect: Virtual Science Academy programs are two-way, interactive programs with a live educator from the Museum. We can see and hear your classroom, and you can see and hear us in real time. We can connect to your classroom using the videoconferencing program of your choice (Zoom, Google Meets, Teams, et cetera). If you indicate in your registration that you plan to use Zoom, you will receive a unique Zoom link to connect for your program via email. If you will be using a different platform, you will be asked to create an invitation for us to your group’s meeting room or call. 

  • What You Need: You will need a computer connected to the Internet (wired is better than wireless) and a webcam/mic to be an interactive participant. Teachers should also be prepared to project the image on a larger screen or smart board and connect the computer audio into speakers for their classes. If you will be using H.323 hardware, please contact [email protected] to request IP connection information. 
     
  • For 1:1 or fully-remote groups: simply provide the Zoom link you receive (or other platform link you create) to any students learning remotely, or have each student connect with that link on their device. For groups using Zoom on Chromebooks, please review this information from Zoom. In advance of your program, please ensure that your network bandwidth can accommodate a large number of devices at one time, and ensure each device can support a video call.   

Testing:  A connection test is not required. If you would like to schedule a test connection, please email us at [email protected] with three dates and times when you would be available for a test. A member of the Virtual Experiences team will respond to you to confirm a date and time for a test connection. You may also test your Zoom connection independently at www.zoom.us/test. 

Tips for the Best Quality: 

  • Use the best network connection possible (wired is better than wireless). 
  • If you are using a laptop, plug your computer into power. Avoid running on battery power to improve computer performance during the program. 
  • Close all other applications to free up your computer for better performance. 

What to Expect:  

Two weeks before your program, you will receive an email from the Museum containing information about your program, links to download digital materials (also available here), and a Zoom link to connect or a reminder to invite us to your meeting on your preferred platform. Please review the information in this email and contact us at [email protected] with any questions. For more information on technology, see the section below. 

On the day of your program, your Museum educator will start the linked Zoom call or join your Meet/Teams/other platform call fifteen minutes before your first session. Plan to connect with us at that time.  

Have your printed materials and/or art materials ready for each student. 

Once the program begins, your educator will guide your group through the program and facilitate a fully interactive experience. A teacher or group leader must be present in the room or video call at all times — thank you for your assistance! 

Scientists in Action

Getting Started 

How We Connect: Scientists in Action programs are interactive events in which multiple groups join a Zoom webinar at once to meet real scientists where they work. All groups will see and hear featured scientists in real time, participate in polls, submit questions during the program via the Zoom chat. Some groups may be given the opportunity to ask questions using their webcams and microphones as on-camera panelists — these spots are given on a first-come, first-served basis to groups who indicate their eligibility in during registration, and will require a special Zoom link. 

  • What You Need: You will need a computer connected to the Internet (wired is better than wireless). Groups interested in on-camera panelist spots will need a webcam and microphone. Teachers should also be prepared to project the image on a larger screen or smart board and connect the computer audio into speakers for their classes.  
     
  • For 1:1 or fully-remote groups: simply provide the Zoom link you receive to any students learning remotely, or have each student connect with that link on their device. For groups using Zoom on Chromebooks, please review this information from Zoom. In advance of your program, please ensure that your network bandwidth can accommodate a large number of devices at one time, and ensure each device can support a video call.   

Testing:  A connection test is not required. You may also test your Zoom connection independently at www.zoom.us/test. 

Tips for the Best Quality: 

  • Use the best network connection possible (wired is better than wireless). 
  • If you are using a laptop, plug your computer into power. Avoid running on battery power to improve computer performance during the program. 
  • Close all other applications to free up your computer for better performance. 

What to Expect:  

Upon registration, you will receive an automated email from Zoom (sender name ‘DMNS Virtual Experiences’) containing a unique Zoom link to connect to the event webinar. Please review the information in this email and contact us at [email protected] with any questions. If you cannot locate this email, please check your spam or junk folders and contact us at [email protected] 

If you requested an on-camera panelist spot during registration, a member of our team will contact you within a week of the event date to confirm and provide you with an updated link. Panelist spots are limited and granted on a first-come, first-served basis.  

Within a week of the program, you will receive an email from a member of our team containing additional information as well as resources to view before and after the event.  

On the day of your program, click the link you receive to join the call. If you have not previously downloaded Zoom, you will be automatically prompted to do so before being admitted to the event. Plan to join the call at least five minutes before the session begins.  

Once the program begins, the emcee and speakers will guide all groups viewing the program through an interactive tour of the earth, including facilitating Q&A. All groups will be able to submit questions via the Zoom chat to be answered live. A teacher or group leader must be present in the room or video call at all times — thank you for your assistance! 

Digital Earth Academy

Getting Started

How We Connect: Digital Earth Academy events are interactive tours of our planet, in which multiple groups join a Zoom webinar at once to hear from Museum scientists about features of our dynamic earth. All groups will see and hear speakers in real time, participate in polls, and submit questions during the program via the Zoom chat.  

  • What You Need: You will need a computer connected to the Internet (wired is better than wireless). Teachers should also be prepared to project the image on a larger screen or smart board and connect the computer audio into speakers for their classes.  
     
  • For 1:1 or fully-remote groups: simply provide the Zoom link you receive to any students learning remotely, or have each student connect with that link on their device. For groups using Zoom on Chromebooks, please review this information from ZoomIn advance of your program, please ensure that your network bandwidth can accommodate a large number of devices at one time, and ensure each device can support a video call.   

Testing:  A connection test is not required. You may also test your Zoom connection independently at www.zoom.us/test. 

Tips for the Best Quality: 

  • Use the best network connection possible (wired is better than wireless). 
  • If you are using a laptop, plug your computer into power. Avoid running on battery power to improve computer performance during the program. 
  • Close all other applications to free up your computer for better performance. 

What to Expect:  

Upon registration, you will receive an automated email from Zoom (sender name ‘DMNS Virtual Experiences’) containing a unique Zoom link to connect to the event webinar. Please review the information in this email and contact us at [email protected] with any questions. If you cannot locate this email, please check your spam or junk folders and contact us at [email protected] 

Within a week of the program, you will receive an email from a member of our team containing additional information as well as resources to view before and after the event.  

On the day of your program, click the link you receive to join the call. If you have not previously downloaded Zoom, you will be automatically prompted to do so before being admitted to the event. Plan to join the call at least five minutes before the session begins.  

Once the program begins, the emcee and speakers will guide all groups viewing the program through an interactive tour of the earth, including facilitating Q&A. All groups will be able to submit questions via the Zoom chat to be answered live at the end of the program. A teacher or group leader must be present in the room or video call at all times — thank you for your assistance! 

FAQ

You can find links to all the resources here. This link can also be found in the automated email you will receive from us before your program.

Materials for this program are mailed between a week and two weeks before your program date to the address indicated in your reservation. 

Please check your spam or junk folders — some schools and districts have strong firewalls that may not let our emails through. If you are still unable to locate your email, please contact us at [email protected] 

Please email us at [email protected] or call us at 303.370.6453.

You can use Zoom on a PC, Mac, Chromebook, or Apple or Android smart device. Download the free software here: https://dmns.zoom.us/download. For desktops or laptops, download the Zoom Client for Meetings. If you are using a Chromebook, download instructions are here. 

Zoom has a tech support website. Find it here. 

Please contact us as soon as possible at [email protected]. A member of our team will reach out to you to help address your questions. You can also schedule a test call with us — email [email protected] with three dates and times when you would be available for a test. A member of the Virtual Experiences team will respond to you to confirm a date and time for a test connection. 

Please email us at [email protected] and 303.370.6453 to let us know about a possible or confirmed closure or delay. A member of our team will contact you to determine an alternate time or date for your program.  

All reservations are final unless the Museum cancels an event or for extenuating circumstances, including inclement weather. We will happily reschedule Virtual Science Academy programs — please contact us at [email protected] to find an alternate date.  

Scientists in Action and Digital Earth Academy events are free to attend, and there is no penalty for cancellation. We are unable to reschedule these events or offer individual sessions, but do post recordings of each event to our YouTube channel, typically within a week of the event.  

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