Site Visits: Practice for the Visit

Rehearsal Structure

Ideally, a full rehearsal should mirror the site visit agenda, take place in the same venue as the site visit, and be scheduled far enough in advance to fix any issues that surface. Additional smaller, shorter rehearsals are highly recommended prior to a full rehearsal.

Different teams may take different approaches to structuring the rehearsals. Typically, the agenda may have components such as: Description of Vision and Mission, Research Thrusts, Management Strategies, Community and Corporate Partnerships.

If the site visit calls for 4 distinct presentations that require different groups of participants, the initial rehearsals may be scheduled separately with only the individuals needed for each segment. It is also possible to pre-record the first rehearsal and solicit asynchronous feedback. These approaches are easier to coordinate and allow each group to focus on their specific content. However, separate rehearsals can limit cohesion across the overall site visit messaging. For that reason, later-stage run-throughs and dress rehearsals should include all presenters and key participants so that transitions, timing, messaging, and handoffs can be reviewed holistically. 

Recommended Rehearsal Schedule 

Adjust the number and format of rehearsals based on the complexity of the site visit.

• Two Presentation-Team Practices
  • Hold focused rehearsals for individual presentations or presentation groups. These sessions may include only the presenters and participants required for each segment.
• One Full-Team Run-Through
  • Conduct the first complete run-through with all presenters and key participants. Review the overall narrative, timing, transitions, handoffs, and consistency across presentations. This may be an appropriate point for a communications consultant to provide feedback.
• One Red Team Review
  • Conduct a full run-through before a group of “friendly fire” reviewers who can evaluate the presentations from the perspective of the Site Visit Team. Reviewers should identify unclear messages, inconsistencies, unsupported claims, likely questions, and areas requiring additional preparation.
• Technical Rehearsal in the Site Visit Space
  • Simulate the site visit from beginning to end using the actual rooms, equipment, presentation files, microphones, virtual platforms, videos, timers, and other technology. This should be a complete operational rehearsal, not simply a test of whether the microphones and slides function. A more exhaustive technical rehearsal may identify problems that would not emerge during a basic equipment check.
• Dress Rehearsal in the Site Visit Space
  • Conduct a complete rehearsal under conditions that mirror the actual visit as closely as possible. All presenters, moderators, operational staff, transitions, timing cues, audiovisual elements, and room movements should be included. Major content revisions should be completed before this rehearsal.
• Final Rehearsal in the Site Visit Space
  • Use the final rehearsal to confirm timing, transitions, speaker readiness, anticipated questions, and any targeted adjustments identified during the dress rehearsal. Avoid introducing major content or structural changes at this stage unless absolutely necessary.

Once the rehearsal structure has been established, send all participants a schedule that clearly communicates attendance requirements, preparation expectations, deadlines, and the purpose of each session. Schedule the rehearsals requiring the largest number of participants first and work backward from those dates. Begin by confirming the availability of the lead PI, co-PIs, and other essential participants.

Additional Considerations:

• Implement a structured feedback process for each rehearsal. This may include written feedback forms, assigned reviewers, or designated individuals responsible for evaluating content, delivery, timing, transitions, and anticipated questions.
• If using any special AV equipment or software, schedule dedicated technology rehearsals to ensure everyone is comfortable with the tech setup.
• Record rehearsals when appropriate so presenters can review their delivery, pacing, body language, and responses to questions.
• Assign responsibility for documenting feedback, resolving conflicting recommendations, and confirming that required revisions have been completed before the next rehearsal.
• Establish a point after which presentation content is considered substantially final so that later rehearsals can focus on delivery, integration, and execution.

Red Team Review

The Red Team Review gives the presenting team an opportunity to deliver the site visit presentations to a stand-in review panel and receive candid, structured feedback before the actual visit.

At Columbia, Red Team reviewers are typically volunteer faculty members and peers. Some institutions also recruit and compensate external reviewers. The panel should include individuals with relevant disciplinary expertise, as well as reviewers who may not be specialists in the technical field but have experience with site visits or reviews conducted by the sponsoring agency.

An ideal reviewer is an academic colleague who currently leads, or has previously led, an award under the same or a closely related program. The panel should also include reviewers with expertise in major nontechnical components emphasized by the solicitation, such as workforce development, education, management, evaluation, partnerships, or broader impacts. Reviewer backgrounds should vary so that the team receives feedback from multiple perspectives.

A Red Team Review typically lasts approximately 4 hours, depending on the number and length of the presentations. Allow approximately 30-45 min after each presentation for reviewer questions, discussion, and feedback. 

For complex site visits, it may be useful to conduct separate Red Team Reviews. For example, one review may focus on the research or technical program, while another addresses management and organizational structure, workforce development, partnerships, and broader impacts.

Whenever possible, conduct the Red Team Review in person, particularly when the actual site visit will be held on site. If the site visit will be virtual, the Red Team Review should also be conducted virtually so that the team can practice under comparable conditions. For an in-person review, consider providing lunch or refreshments, particularly when reviewers are volunteering several hours of their time.

Template: Red Team Review Invite/Reminder

Coaching Sessions

The Office for Research often works with Joann Baney, Adjunct Associate Professor from SIPA, to coach individuals, critique a run-through practice, and/or offer a group coaching session centered on handling difficult questions and other communication/presenting tips. (Hint: confirm prior that you may record the coaching session in case a team member will be unable to attend.)

If interested in scheduling coaching sessions, provide Joann with details about the site visit such as the format/structure so that she may best prepare her presentation.

Rate in 2026: $1000/hr

Her invoice must be paid through ADD COMP, which is done through your finance manager or anyone with access to PAC in your department.

• Joann Baney — Director, Public Safety Executive Programs; Adjunct Associate Professor, School of International and Public Affairs; Faculty Director, FDNY Officers Management Institute (FOMI); Faculty Director, NYPD Police Management Institute (PMI); Faculty, Business School Executive Education
• Email: [email protected] | UNI: jbp8