Jenson8 Pre-Session Checklist

Below is a checklist to reference to ensure a successful Jenson8 VR experience for Participants

2 months before

Confirmation of Date
Confirmation of session – onsite, all remote, hybrid
All necessary Wi-Fi checks carried out for on-site/hybrid sessions - Internet Connection Requirements, Firewall and Proxy settings
Send diary invites – Teams invites needed for all J8 staff and observers
Devices being used. Rent, buy or existing?
Participant numbers, job titles, VR experience, locations, and contacts. Where will each player be physically?
For onsite sessions – earbuds and audio set up
Platform for communication and hosting is confirmed
Participants added to dashboard and assigned to a group
How many immersion sessions?
Game timings and training sessions
Is the Train the Tech going to be separate?
Are there psychometrics involved. If so which one and who will complete them?

1 month before

Game allocation – how is this going to be done? Random or assigned by organizer?

2 weeks before

1 week before – in the week running up to the event

Headset delivery time confirmed (if delivered remotely)
Complete Game Decks and allocated roles / game play. Send to client.
Set up backchannel (telegram, WhatsApp, teams?) for Facilitator/Tech/Admin
3 days before internal team check in (Is everyone prepared? Have all participants completed the pre-task survey? PowerPoint deck is finalized, etc.)

Night before

Check systems – games set up, any last-minute changes from the client. If so have you updated the system and PowerPoint decks?

Day of Event:

Communication is key
Prior to the workshop, check all headsets for microphone and volume settings
Run a quick test game with all hardware
Full team to check in minimum of 15 minutes before start time on backchannel chat
Check in with client
Open Teams, Zoom (whatever platform for delivery for remote or hybrid sessions)