Virtual Event Planning Guide

It can be helpful to approach the design of a virtual event in the same way you would a live event. Ask yourself questions such as:

• What is the purpose or goal of this event?
• Who is the target audience?
• How many attendees do you expect?
• Consider accessibility.  Use a Google Form to request accommodations/access for events (e.g. interpreters, captioners). For large events, consider live closed captioning so all can have access as part of our goal towards Universal Design.  There is a cost involved with live captioning and interpreters. 
• Do you have an agenda to ensure that a virtual event can successfully convey your message or answer the questions you are posing?
• What is the best format and length of the event?
  • Keep virtual events to no more than 2 hours and consider spreading longer events over multiple days.
• How long will you engage your attendees?
  • You might consider a few different options to keep your audience engaged. Consider encouraging audience participation through the hand raise, chat, poll, or Q&A features or shared screen features.

Webinar Vs Zoom Meeting

A standard Zoom meeting is fully interactive and allows all participants the ability to see, speak, hear, and screen-share with each other. A Zoom webinar is a view-only platform where the attendees cannot see each other, and the Host cannot see the attendees. 

If you would like to host a webinar, you must contact ITS to obtain pricing information and confirm staff availability. Please submit your request 2-3 weeks in advance. 

Below is a chart highlighting the features in zoom for meetings vs webinars.

• Start by consulting this MacDigital Zoom Resource guide from ITS for an overview of Zoom best practices. If you are new to zoom, view instructions on how to download it to your computer. Determine whether a meeting, webinar or livestream is most appropriate for your event using this Zoom Meeting and Webinar Comparison.
• All Macalester staff, faculty, and student Zoom accounts support independent hosting of Zoom meetings as an event platform. To record, livestream, host a webinar, or request additional support, please complete an Event Request form.

• Do your dates conflict with a major college event? Not Sure? Visit the Macalester Events Calendar and Academic Calendar as well as EMS, the online campus reservations system.
• Please be sure to lock in your virtual day/time in EMS 2-3 weeks in advance via EMS. Doing so will allow other event planners to see what is already scheduled so they can select a date and time that minimizes overlap. Event organizers will still need to be responsible for their own technical set-ups, licenses, etc. Should you have any questions, please contact Director of Campus Operations Andy Williams.  
• Be thoughtful when determining the start time of your virtual event. For instance, if you are considering a “virtual brown bag event” at 12:00 noon – are most of your attendees on the Pacific coast? If not, you might want to re-think the event and timing. Examples: 11:30am CDT is a great time for international events. Allows pacific coast guests to attend, and most of Europe, Africa and Eastern Europe. If you want to reach Asia, consider hosting your event in the evening. 8pm CDT is 10am in Tokyo – please make sure to call out that the date is the NEXT day for Tokyo guests. 
• Tuesdays through Thursdays are typically the best days of the week to host events
• In terms of length, try to keep the event to a maximum of 45 minutes of content with 15 minutes for Q&A.

• Who are the key players producing your virtual event?
• Besides the speaker or panelists, it is advisable to have a “supporting cast” for any virtual event.  Note that not all roles may be needed depending on the size and format of your event.  The descriptions are provided as a guide to help you determine how many staff may be needed. Note that some of these roles can be combined.
• To clearly identify staff in zoom meetings and webinars, we suggest updating your displayed name to:  Mac Staff – John Smith

• Event Host (Presentation Facilitator)
  • This should be someone comfortable with Zoom technology who can manage presenters, point of view, panelists, syncs up live captioner on backend, etc. for the event. Note that only the official “host” for the meeting can create and assign individuals to breakout rooms.

• Registration/RSVP Lead
  • This individual will be responsible for coordinating the registration portion of the event. If you are not using zoom’s built in registration system to collect RSVP’s, you have the option to upload the list of attendees on the back end if collected via another platform. Learn more about how to import a CSV file.

• Communication Lead
  • How will you be inviting individuals to the event? Ideally this individual will help determine and coordinate the method to send the invitation to register. Options include, copying the registration URL and sending through a college based email address, copying the invitation created by zoom and sending to the invitees or selection email me the invitation to receive a copy of the invitation which then can be forwarded.

• Event/Technical Co-host(s)
  • A backup to the host with access to similar technical controls as the host, but with attention to attendees during the event.

• Screen Share Host
  • Someone comfortable with Zoom technology who is not the overall host that can manage the screenshare images and be ready with power points, slides, etc. for general content not tied to a specific panelist’s presentation, such as a welcome screen, pre-recorded sections, or closing images. Panelists may want direct control over their presentations and, in those cases, screen sharing should be passed to the panelist. Only needed if screen sharing is needed beyond a panelist’s presentation.

• Chat Q&A
  • One staff to respond to general Q&A questions, not program related

• Chat monitors (2-3 depending on event size)
  • Individual(s) that are comfortable monitoring the chat.  Answer questions as they come up.  Watching for direct questions or needs of tech support in chat room.  Responding to issues from attendees that are raised in chat. Posting pre-written chat statements during the program. Only needed if chat is used.

• Disruptive chat monitor
  • One person to monitor chat behavior and bring forward any comments or individuals of concern to other support members via a private google chat.
  • See disruptive conduct plan.  This is someone who is in charge of monitoring for disruptive behavior and can initiate a full shut down or other steps as needed. 

• Captioner 
  • An individual who will type the audible portions of the meeting or webinar into the closed captioning channel. 
  • Live captioning can be coordinated through our Macalester community partner Access Resource  (Karen Skow).   
  • Please note there is a cost associated with live captioning ($170 per event)
  • A week or more is preferred to coordinate live captioning . 

• VOG (voice of god)
  • Someone who can be ready to make announcements if needed – either in connection with disruptive behavior or if there are technical issues.   This person could be filling other roles, but should be ready to step in if needed.  Host, panel moderator, or disruptive chat monitor could fill this role.

• Zoom Tech Support(s)
  • Individual(s) that are comfortable resolving technical questions from within Zoom. Additional individual(s) to handle any questions before attendees or panelists login to Zoom.

• Poll Monitor:
  • This can only be created by the host but will enable you to create single or multiple choice polling during your meeting and gather responses live. This feature must be enabled in the meeting settings prior to starting the event. Learn more about how to create a poll for your event.
  • An individual comfortable creating and publishing polls during a Zoom session (webinar or meeting). Only needed if polls are used.

• (Webinar Only) Q&A Monitor:
  • If Q&A is activated, an individual to monitor questions coming in and send them to the Presenters or Panelists.  Only needed if Q&A is used.   If you want to answer questions live  in writing (an option with the Q&A, but not a requirement) consider who you might want on the webinar with you to write answers.  (someone with an area of knowledge or expertise on the subject matter). 
  • If you are adjusting a meeting format to hold a panel, this role may still be needed for Q&A processes in chat.

• (Webinar Only) Q&A Presenter:
  • Individuals giving remarks.  Make sure they have an FAQ on best practices for their computer.  Examples:  remind them to turn off notification sounds, make sure they are well lit, webcam location, consider backdrop, etc.If you are adjusting a meeting format to hold a panel, this role may still be needed for Q&A processes in chat.
• (Webinar Only) Presenter(s):
  • Individuals giving remarks.  Make sure they have an FAQ on best practices for their computer.  Examples:  remind them to turn off notification sounds, make sure they are well lit, webcam location, consider backdrop, etc.

• (Webinar Only) Panelist(s):
  • Those joining portions of the presentation, but not the main presenters or hosts.  Can be added in or swapped out as needed during the event.  When adding panelists, make sure they are camera ready, have microphone and all ready to go.   The host or screen share host can privately chat with them ahead of their go live to make sure they are prepared.  You may want a presenter to make an announcement as they are added stating “let’s allow them a moment to get situated and join us.” Make sure they have an FAQ on best practices for their computer.  Examples:  remind them to turn off notification sounds, make sure they are well lit, webcam location, consider backdrop, etc.

• Breakout Room moderators (not available in webinars)

• • If including Breakout Rooms in your event, moderators will facilitate a productive discussion. This may or may not be your event speakers/panelists. You may also wish to consider assigning a scribe for note taking.

• Careful consideration of Zoom settings is critical to a successful event.
• Understanding Zoom settings helps to assure a smooth-operating virtual event Without the proper settings, your event could be compromised by uninvited participants

• To further enhance the security of your event and reduce the risk of Zoom “bombing”, only provide Zoom access links to registered or invited participants. Tip: It is okay to share the registration link to invite people to participate however do not share the actual zoom link or passcode.
• Consider scheduling reminder emails as your event approaches. If you are using visual components like slides and polls, or facilitating Q&A, make sure to encourage attendees to join by computer and not by telephone in your pre-event communication. Otherwise attendees may be disappointed by missing out on key content.

• Share event details according to your audience. If the event is open to the full Macalester community, be sure to add your event with the Macalester Events Calendar and advertise on MacDaily. 
• Let campus partners know about your event. (example: hosting an event with or for alumni? Please email alumnioffice@macalester.edu, with details).
• Consider sharing events on social media channels, whether for defined groups, or events open to the public. Tip: It is okay to share the registration link to invite people to participate however do not share the actual zoom link or passcode. (repeated from above)
• Add a line about accessibility.   If you are  captioning the program, say it will be closed captioned,  ask if participants need specific accommodations to access the program, who to contact, and  by what date.

• When inviting panelists and speakers to participate, be sure to obtain permission to use images, videos, and music — this will help you promote the event to attendees and use photos and videos to share event content when the event is over.
• If applicable, gather and organize content for a presentation, creating slides with the College or department logo when appropriate (view the Communications website for templates and logo usage guidelines).
• Create an introductory slideshow or splash-slide that will be available for early attendees to view before the event begins. The slide show can provide an opportunity to welcome attendees, provide instructions, list speaker bios, share photos, and provide an overview of the event schedule.
• Schedule a practice session with speakers and panelists to test software, applications, and your Zoom settings and controls. Help panelists think through lighting, backgrounds, ambient noise, camera angle etc.
• Zoom advises: Schedule at least 30 minutes with your presenters and stakeholders a few days prior to your event to review the technology, discuss roles and tasks, and finalize your content to make sure that your day is as stress free as possible.

• Create an event show flow document with script (see example)
• Make sure to schedule a tech rehearsal with your group to ensure all know how it will flow when the event is live. Note that you will need to enable a practice session in the webinar on the back end.  Just as in an in-person event, a little preparation goes a long way. Key players should receive a briefing and agenda at least 24 hours in advance. On the day of your event, consider having the host (the person responsible for the technical components of your event) sign in 60 minutes in advance to confirm settings*, controls, and the video/audio connection. Speakers, panelists, and co-hosts should connect at least 20 minutes prior to test their connection, find the best lighting and review the agenda.
• Chat Cheat Sheet: Prepare a chat cheat sheet with remarks and key topics that you wish to share with attendees. This should include a welcome, general notes about the event, how to get tech support, and links. We strongly encourage posting the Land Acknowledgement in your chat, on a shared slide or spoken by a presenter. View our sample document to get started.
• We strongly suggest setting up a google room/chat group prior to the event for supporting staff to share comments or questions posted by participants. As many staff are working remotely, we also suggest collecting the team’s phone numbers in case you need to get a hold of them.
• Location: Choose a quiet, decorated space (blank walls in this context can look sterile and flat, so we encourage you to use a space that is “lived-in” to some degree). Make sure your chosen space has good light source(s). Check your background as seen through your webcam or built-in camera. 
• Check your internet connection: Zoom recommends that you have a 800kbps/1.0Mbps (up/down) for high quality video. For more specific bandwidth recommendations, click here. If this is not possible at your current location, you do have the option to come to campus for the event broadcast and use Macalester internet. Alternatively, we have a store of ethernet cables and would be happy to loan one to you for this event. (Please note that if you do change your location to your office or another Macalester location, you will want to once again review your location/background and light source.)
• Recording your event: An announcement should be made at the beginning stating “Welcome to the event, we will now begin recording”  Does not need to be done by the presenter.”   Different ways of recording – one in the cloud and one to the computer…
• *If your Zoom settings have been set to mute participants upon entry, disable screen sharing or video – don’t forget to give your presenters back their permissions. You can do this in the Manage Participants window.
• End with an action. Should they visit your office’s page on the website? Who should they contact with questions?

• A little movement and hand gestures are okay.

• Take note of how one subject sits rather stiff and one is a bit more animated by watching this YouTube clip. 

• • Is there anything there you would not wish your audience to see? 
    • Conversely, is there something you could have in the background that supports your message or what you’d like your audience to know about you without pulling focus?

• Speak clearly and do not rush

• • • Slowing your delivery will help ensure meeting attendees can comprehend what you’re saying.  Remember, some attendees may be working with a slower internet speed or lower bandwidth and speaking clearly without rushing can help those with comprehension.

• Animate your delivery

• • Inflection and tone changes can help draw participants into your meeting or lecture.  
• Attire:
  •  Based on type of event. We recommend “business casual” as a guideline, though you may choose to wear Mac-branded gear or something slightly more casual. Please steer clear of prints and patterns.  
• Lighting:
  •  For video purposes, natural light is best. That said, if you choose to use natural light, please make sure the light source will be bright enough at the time of your scheduled event! As a back-up measure, test a lamp or other source you can use should weather or time prohibit natural light. In every circumstance, avoid a mix of natural and artificial light, and please ensure your light source is not behind you. 
• Test your camera. 
  • See what your audience will see when they look at you, paying attention to camera angle and your face placement. Ideally the camera will be looking at you straight on, and the top of your head should be near the top quarter of the screen.
• Check your internet connection:
  • Zoom recommends that you have a 800kbps/1.0Mbps (up/down) for high quality video. For more specific bandwidth recommendations, click here. If this is not possible at your current location, you do have the option to come to campus for the event broadcast and use Macalester internet. Alternatively, we have a store of ethernet cables and would be happy to loan one to you for this event. (Please note that if you do change your location to your office or another Macalester location, you will want to once again review your location/background and light source.)