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How to plan your budget and costs
Planning and carrying out an online event also has cost implications both for you as an organiser and for your participants. Connecting remotely opens up different variables related to the infrastructure around your event, event planning and implementation, as...
Communications plan for your event
Start with a plan. Preparing in advance is key. A communications / cover plan for your event will help you decide the information that should be published and prepare the messaging accordingly. Here are the elements we include in our event communications plan:...
How to design your online event invitation
Make your invitation short and visual. Include the visual identity of your organisation / event + title of the event + date + speaker + hashtag + any other relevant info. Add a link for further context and make sure there is an easy way to contact you for qu...
Things to consider (not) including in your registration form
Registration is the equivalent of the name tag of an in-person meeting. It serves as a safety practice to know who is coming and who is in the “room” - it sets the tone for your policies and practices of making the environment safer. Registration can also refl...
List of suggested communications outputs for your online event
Publish an article announcing your event on your website (depending on the strategic relevance of the event) Create an online event using your usual social media platform (depending on the strategic relevance of the event) Share it on social media and with...
Core principles for a safer and more accessible event
Safe space: Privacy, security and anonymity needs of your participants are the baseline for creating a space that holds minimal harm and is enjoyable for all. Define your consent, privacy and confidentiality principles and protocols. The golden rule is to ...
Technical support during your event
When creating an event that runs fully online, the attention that is given to logistics in physical events is now primarily focused on the technical platform. We have learned that for a successful event to happen the session presenters and organisers have to b...
Backup plan and preventive measures
There are many things that are out of your control during real time online event: connectivity issues, equipment issues, speakers loosing sound, etc. Many times this results with the interruption of the event as to deal with the issue. Make sure you have your ...
Planning facilitation for online events
Holding people and space(s) online can be challenging for many facilitators despite the years of experience already doing it in physical events. There are some similarities, but still many more specificities that cannot be applied in the translation between th...
What to prepare (and share) beforehand?
Go through the list of your participants and all information they shared through your preparation survey and registration forms. Make your own rationale and adjustments based on the information provided, such as: country, devices, connection speed, accessibi...
How to design and plan your session(s)?
During the last years we have collected templates for interactive remote exercises, icebreakers and energizers, and we have various repositories of others activities and facilitation tips. Here we would like to share with you our example of session(s) design o...
APC examples from practice: Welcoming, opening and closing
Welcome your participants: Share the tips for attending the session Ask your participants to write their names/alias and pronouns on the platform used. Remind them that this is optional for those who do not feel comfortable disclosing their pronouns. Video...
Consent, privacy and confidentiality
Announcing consent, privacy and confidentiality protocols and any form of documentation, provides participants with a choice and also a reminder of the nature of the event. The golden rule is to communicate in advance and always ask for consent. The considera...
What about people’s contacts?
Gathering contacts does not have to be a challenge on online events and you can use this as an opportunity to engage with new people. Make sure you either have a registration form or a link where people can share their information if they want to know more abo...
Effective time management during your event
Time is a very valuable resource in every event, but it is particularly so in online events, when attention poses more challenges and it can be easily drawn elsewhere. A good facilitation / moderation process is key to ensure that each speaker sticks to the ti...
The responsibility and artistry of facilitating intersectional and inclusive conversations
Intersectionality is a way of understanding and analyzing complexity in the world, in people, and in human experiences. The events and conditions of social and political life and the self can seldom be understood as shaped by one factor. They are shaped by m...
Mindfully engaging the body in online events
How can we be both in our bodies and in the space during an online event? This question was raised during “How did you transform your physical event into a digital event?” workshop held at our Closer than Ever 2020 Member convening. Though the workshop focused...
Winding down, reflection and continuation
Evaluation / follow up / lessons learned You would want to collect feedback, insights from everyone who was involved, participants as well as organizers - as this is the best way to learn what worked and what can be improved or adjusted. This can be done in v...