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APC guidelines on planning and designing online events
Creative Commons Attribution 4.0 International (CC BY 4.0) https://creativecommons.org/licenses/by/4.0/ Some rights reserved.
Core principles and practices
When considering to organise and host an online event, there will be many questions to consider such as: • What do I want to accomplish? What is my goal? • What format and technology should I choose? • Who are my participants? What risks are involved? • ...
1 Welcome
We organised this collection in four main sections that compose our story, the tapestry of online events with the infrastructure, labour, threads, creative patterns and strategies we think of when organising and designing online events.
Hybrid events guide 101
Creative Commons Attribution 4.0 International (CC BY 4.0) https://creativecommons.org/licenses/by/4.0/ Some rights reserved.
Who? | People, participation, context and access
Questions in this section: • Who will attend? | Participants and context • Is my event accessible? | Documentation, technology and access • Preparatory survey for participants
Foreword
The Association for Progressive Communications (APC) is a global organisation that has worked as a completely virtual and remotely connected network since its inception in 1990. As of November 2021, the APC network comprises 62 civil society organisations and ...
2 Planning and designing your online event(s): The beginning
Questions in this section 1. Core principles and practices 2. Why? | Unique value and general challenges - Why do I want to host this event? - Could this experience be an opportunity or a risk for us a team? - What challenges should I consider during ...
How? | Format, technology, documentation, language(s), care and budget design
Questions in this section • How to choose the format that suits my online event best? • Which technology/platform should I choose? • Documentation design and preserving memories: How to document my event? • Language(s): Translation, interpretation, closed ...
Acknowledgments
These guidelines are the result of a collaborative process enriched by the collective knowledge offered and tested within our organisation and network. We want to thank everyone who directly or indirectly contributed to this work, and acknowledge active contri...
3 Rising action
Questions in this section: 1. Who needs to be involved in the planning and designing stage? 2. When and how long? | Timing, time zone(s), duration and digital fatigue considerations 3. How? | Format, technology, documentation design, language(s), budget an...
Outreach
Let’s start with privacy and security concerns. We have stressed the importance of privacy and security concerns at the different stages of your event. Privacy is key when sharing the event invitation. Keep in mind that: • You might need consent before cont...
Resources, tools and our bucket reading list
ACM Presidential Task Force on What Conferences Can Do to Replace Face to Face Meetings. (2020, May 24). Virtual Conferences A Guide to Best Practices. Association for Computing Machinery. https://www.acm.org/virtual-conferences (2020, April). Closer than e...
4 The lead up and going live
1. How, when and where to share my event: Communications plan, invitation and registration form design, and outputs 2. Core principles for a safer and more accessible event 3. Technical support during my event, backup plan and preventive measures 4. (Re)i...
(Re)imagining facilitation for online events
Questions in this section • Planning facilitation for online events • What to prepare and share beforehand? • How to design a session? | Preparation, checklist, templates and examples • How to manage time effectively? • Defining consent, privacy and con...
5 Winding down, reflection and continuation
The focus of our guide so far has been on the main elements of online event planning and design process. This section entails many different questions, inspiring approaches and considerations, including strategic archiving processes, continuing the conversatio...
Core principles and practices
When considering to organise and host an online event, there will be many questions to consider such as: What do I want to accomplish? What is my goal? What format and technology should I choose? Who are my participants? What risks are involved? Is my ...
1 Introduction
This guide is aimed at hosts who want to hold and facilitate hybrid convenings/events, and is based on APC’s experience and learning from the last two years. [1] After the pandemic, new ways to allow people to participate in convenings have arisen, as a means ...
Principles and practices of participation
Nurturing an environment where each person feels seen, heard, and their experience acknowledged - contributes to a work flow that welcomes shared learning, intersectional conversations, mutual support and creative collaboration. Here are our Principles and pra...