Site Visits: Day Of

Day-of Staffing and Setup

For set up each day, arrive approximately 2 hours before official programming begins. This enables the administrative team to complete their morning checklist, allowing buffer time to deal with unanticipated challenges. and ensuring that all technology, audiovisual equipment, presentation files, and virtual platforms are functioning properly. This time should also be used to walk the space to look for issues such as incorrect room arrangements, missing catering, broken mics, etc. Conduct multiple test runs to ensure all equipment and software are functioning correctly, especially for virtual or hybrid formats. Once the co-PIs arrive, walk them through the space and go over devices/slides as needed. Make sure all presenters are properly mic'd, that they know where the person holding the time card will sit, that they have the location of bathrooms, and that they know who to contact if they have any needs or questions.

The person(s) picking up the SVT should arrive at the agreed upon time and have a metrocard/requested car ready.

Staff should be at their assigned places at least 15 minutes before the presenters and SVT arrive.

Notify the Site Visit Operations Lead/co-PIs when the SVT is arriving and get the room to settle to ensure an on-time start.

Prepare to be on call for anything that may come up, including additional meetings, overnight questions, and troubleshooting issues with technology. 

Overnight Questions

For site visits conducted over multiple days, the SVT may submit overnight questions. These questions are often delivered in the evening, with written responses due early the following morning, frequently by 8:00 a.m. 

If the site visit agenda indicates that overnight questions are expected, prepare the team well in advance. Identify who must remain available, confirm administrative and technical support, and establish expectations regarding response times. Because the process may continue late into the night, sometimes until 2:00 a.m. or later, team members may also need advance notice to arrange childcare or address other personal obligations.

Before the visit, determine the process the team will use to receive, assign, draft, review, approve, and submit responses. As soon as the SVT delivers the questions, a designated administrator should copy them into a shared document and distribute the link to the response team.

The lead PI may choose to: 

• Assign individual questions to a small group of subject-matter experts, with clear drafting deadlines; or
• Convene the full response team briefly to review the questions, determine the response strategy, and divide assignments.

For each question, designate a lead drafter and, when appropriate, a reviewer or approver. Establish a firm cut-off time for drafting and editing so that the final responses can be reviewed for accuracy, consistency, tone, and completeness before submission.

Reserve a dedicated room for the response team and arrange dinner, refreshments, and any necessary audiovisual or administrative support. The team should also maintain a list of contact information for all participants who may need to be consulted during the evening/night.