Planning Your Virtual Event
Step 1: Design your event: Approach your virtual event the same way you would approach a live event.
Before submitting a request, it is important to pre-plan:
- Event objective
- Budget
- Guest count
- Event Date
- Program Agenda
- Timing and transition review
Step 2: Build Your Team and assign roles: Besides the speaker or panelists, it is helpful to have a team of 2 or more people to support your event. (In Zoom terms, a host and co-host)
The Host: this person is the leader of the event, the organizer. They will be responsible for the flow of the meeting and will have dictation over video conferencing controls.
- Welcomes attendees
- Moderates Chat, Polls and Q & A
- Removes disruptive attendees, if needed
The Co Host(s): A backup to the host with access to similar technical controls but with a main focus on the audience.
- Removes disruptive attendees, if needed
- Makes sure any recording is stopped and started
All UM staff, faculty and student Zoom accounts support independent hosting of Zoom as an event platform. To record, host a webinar or request additional support from Palmer Commons AV staff, contact our Event Services Department at [email protected] or by calling (734) 615-9259
Step 3: Determine your technology needs
Answering the following questions will help us assist you to the next step.
- What Platform will you be using? BlueJeans Zoom Google Meet from UM-ITS
- Where do you want the content to be seen? YouTube Livestreaming
- Will people have access to the event once it is over? Lecture Capture Recording Services Free ZOOM, BlueJeans, GoogleMeet recordings
- Will you be using your own equipment? (webcamera, microphone, laptop). Or do you need equipment from Palmer?
Step 4: Make your virtual event inclusive and accessible to everyone
As student leaders, staff and faculty of the University of Michigan you uphold the responsibility of creating a welcoming and inclusive environment. Similar to in person events, virtual events should be easily accessible and inclusive.
At a minimum, remote events and meetings should include the following:
- Captions must be provided. Information Technology Services staff have worked diligently to provide automated live captions in Zoom. Captions are also easily available in Google Meet.
- CART services, (Communication Access Realtime Transcription) which is human-provided live captioning, and is the most accurate means of capturing all dialogue, may be requested, and should be provided
- All participation should be screen reader accessible and keyboard accessible.
- Any shared information during an online meeting should be available in a non-image/non-PDF version (such as via email, google docs, Word documents, etc.) AND should be read out loud for better accessibility.
- All online meetings should clearly note who to contact during remote meetings so that participants can request accessibility accommodations in real time.
- ITS, in partnership with the Office for Institutional Equity (OIE) has provided numerous resources for accessibility best practices:
- Accessible Remote Events
- Access to Remote Instruction for Students and Faculty with Disabilities
- Videoconferencing and Digital Accessibility at the University of Michigan
Step 5: Choose a space that best suits your needs and reserve.
Room Rates and AudioVisual Rates for Palmer Commons can be viewed here. Reservations can be made by contacting Event Services at [email protected] or by calling (734) 615-9259.