Ensure your date(s) don’t conflict with other College events by visiting the College’s Calendar of Events and the Academic Calendar (future academic calendars are available on the Registrar’s website). If you have a major event that may need the President of the College to be available, email Ellen Leslie in advance at email@example.com.
How you answer some of the questions above can help determine if a Zoom Meeting or Zoom Webinar will better serve you. Basically, if you expect attendees to mostly just listen, a Zoom Webinar is likely the better choice. When you need more back and forth between the audience and the host, a Zoom Meeting might be the better option. Here’s more info to help you decide whether to host your online event as a webinar or a meeting.
To talk through the features available in Zoom to ensure your virtual event goes as smoothly as possible, please send a message to the Help Desk at firstname.lastname@example.org.
Besides the speaker or panelists, it is advisable to have a “supporting cast” of one or more assistants for virtual events. Such a cast might include:
Sometimes you might want to know exactly who is attending your virtual event. You might also want to limit the distribution of the link to the virtual event to only those who register. ITS created a Google Form registration form template, which can be edited so you can customize the form to your liking. Learn how to use this Google Form template by expanding the “Creating a registration form” section on Hosting a Zoom Webinar.
If the event is open to the public and/or the Lafayette community, register your event with the College Event Calendar and submit it for distribution in Lafayette Today. You might also consider posting your event details along with the URL to the Zoom Meeting or Webinar on your department or program’s website. Remind attendees to check for Zoom updates on their desktop and mobile apps.
Holding a practice session with your team of hosts, co-hosts, and speakers and panelists can ensure the virtual event goes off without a hitch. Some things to consider during a practice session:
You may want to consider receiving feedback from your attendees after your event. You could consider using a Zoom Meeting Poll or a Zoom Webinar Poll at the end of your event, or send them a link to a Qualtrics or Google Form survey.
Just as with an in-person event, a little preparation goes a long way.