updated guide for instructors

Author: rswamina

_extras/guide.md

@@ -3,28 +3,73 @@ title: "Instructor Notes"
 ---
 
 This page includes some tips, reminders and advice for giving this tutorial.
+## Tutorial Content
 
-## Preparing the meeting.
+Well ahead of the planned tutorial date, please go over the available 
+tutorial material 
+in your own time at least once to note specifics such as areas where 
+your cohort may need extra time, any changes you want to make or 
+additional examples you would like to include. 
 
-Once you've agreed to a date, and attendees have signed up, send them a link to 
-the pre-tutorial instructions page (setup.md).
+If you want to add to or adapt the material, you can create your own copy to 
+modify by forking the repository. See here for a guide  on [how to fork a repository](https://docs.github.com/en/enterprise/2.13/user/articles/fork-a-repo).
 
-Plan for the tutorial to last two hours. If you do go longer, please include a comfort break.
+Please use our guide for [Contributing](CONTRIBUTING.md) when creating your 
+own material just in case you would like to add to the current 
+repository in the future.
 
-Coffee and biscuits always goes down well with participants.
+Once you are satisified with the material you would like to use and have 
+an estimate of the time required, please proceed with meeting logistics.
+ 
+## Meeting Logistics
 
-Remember to email attendees in advacnce to set up conda and work through the set up page.
+Decide if the tutorial will be held on site or online. If on site, make 
+sure of venue availability before finalizing the date. If online, set up connection details.
+
+Once you have agreed to a date, and attendees have signed up, send them an email
+with the following information: 
+ - a link to the [pre-tutorial instructions page](setup.md)
+ - a contact email address so they can post any questions that arise during setup
+ - Venue details (if on site) or meeting connection details (if online).   
+
+Also allow for sufficient time to get access to any 
+accounts etc. which could take more than a few days in some cases (a good 
+thumb rule is to have the time to send a reminder email a few days after
+the first email, 
+so that participants will still have time after the reminder to complete 
+setup). 
+
+Plan for the tutorial to last at least two hours (this could vary based on
+your choice of modules and any changes you have made to the tutorial). 
+If you do go longer, please include comfort breaks as needed.
+
+If more than one person will be conducting the tutorial, discuss ahead 
+and decide who will handle each component for a smooth flow of material.
 
 Remind people a few days before the meeting about the pre-meeting exercises.
 
+If conducting the tutorial on site, confirm room bookings and check for 
+internet connectivity or firewall issues 
+at the venue. Coffee and biscuits also usually go down well with participants!
+
+If conducting the tutorial online, have a backup plan for failed or 
+poor internet connections. This could involve sending participants 
+some of the material or previously recorded meeting videos ahead of time. 
+Establish rules for questions, microphone and video usage before starting the
+meeting. Send meeting connection details (Zoom/Teams etc.) ahead of time and
+the day before the meeting.
+
+Have a feedback form ready if you would like attendees to send you feedback. 
+Request that they do so at the end of the tutorial and send it out as soon after
+the tutorial as possible.
 
 ## Tips
 
 - Test all recipes, diagnostics and instructions in advance.
 
 - Make sure you don't have issues with accessing the compute node via VPN or wifi,
 
-- Check to copmputing service for any planned downtime or potential interuptnios.
+- Check with your computing service for any planned downtime or potential interuptions.
 
 - Download a local copy of the data, just in case.