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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...

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...

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...

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...

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...

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...

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...

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...

We understand hybrid event as an event that has both on-site and online participants and/or speakers, and where participation and engagement are mediated through and by technology. Hybrid events have the advantages of allowing more people to participate (es...

      Proper event planning should start well in advance and should consider all the specificities of your desired event. Because tech plays a critical role in these type of events, you will also probably need to hire and/or buy technical equipment that m...

A hybrid meeting connects two distinct spaces and for this reason requires permanent coordination between the on-site and online spaces. The number of support people can change according to the group size and resources available. In some scenarios one person ...

How the physical room is set up affects the success of a hybrid event. This is some advice on how to prepare such a space: Remote participants should have a camera view of the room to have a general idea of the space and how people move within it. A wide an...

It is very important that the technical setup is tested at least one day in advance, to make sure that it works, make adjustments, and have time for further testing. It is recommended that this task be done during a workday and starting early, so there is time...

These are general recommendations for running a hybrid event: Whenever someone is speaking, they should be speaking into a microphone. The lead facilitator and remote moderator have to regularly remind the participants of the interdependency between the two...

The main facilitator should briefly explain the hybrid model during the opening remarks: Explain the hybrid modality in use and acknowledge how we each must make an effort to make it work. Explain how important it is to use the microphone whenever you are ...

A slower pace is key to facilitate interactions between different spaces and experiences. It gives time to all participants to follow one another, and to moderators/facilitators to monitor the two spaces and troubleshoot if there are issues. You need to des...

Depending on the event objectives, number of participants and event format, you might want the participants to work together in activities that can be done on-site and online. Activities that are done manually bring back energy and focus. Think of “analogue...