Quick guidance on preparing for a virtual event

As consultants who deliver the services to the NSOs, it is imperative for us to sharpen our skills on the virtual resources that are currently available, what features they offer and how best to use them as well as making sure we prepare ourselves and the people we are working with for delivery of quality events.

This quick view guide is to help you the consultant to better prepare for your virtual assignments.

Before the event o

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Save that date! Preferably a month before the event. Ensure that you agree the dates with the NSO. Identify the platform that you will be using for the event – ask the NSO which platform they use and if they can set the event up for you using their licenses. If they do not have access to a platform then you could approach the region to ask if they could support by using one of their platforms to run the event.

Give ample time for participants to register to the event preferably two weeks ahead of the event. At any cost, avoid last minute invites. Sending a polite reminder would be helpful including the title of the event, the link and the passwords.

Clearly highlight the profile of the participants you are aiming at reaching for the event in order to get the right target audience.

Ensure you have two weeks to one month before the event for preparation including; • content development • receiving any necessary documents from NSOs • linking up with staff in charge of the service area if need be • Set up any tools you will be using for the event e.g. padlet, Kahoot and Slido etc Set up your support team(moderators, facilitators, co-host) for the event. Have preparatory meetings with your team for clear role division and session planning.

Identify and prepare any pre-training learning or content such as e-learning or documents for reading that the participants need to complete before the training to familiarize themselves with the topic under discussion.

Understand the platform that you will be using to deliver the event for example zoom.

Get to know its features so you can easily guide your participants (e.g. translation buttons, muting and unmuting, chat functions, raising hands, annotate functions etc.)

When sending the invite for the meeting, clearly indicate the purpose of the meeting and give clear instruction on time putting into consideration the time difference.

Consider if language support is needed so that you can be able to prepare for translation in advance and interpretation during the event and include them where possible in your planning meetings.

During the event o o

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What to wear as a WOSM consultant? Always a Purple Polo and scarf!

Ensure that you have a good internet connection and a backup if possible (phone data) in case the connection is weak. Additionally, have a co-host who has the same content in case of internet challenges and ensure you give them co-host access on the platform you are using Connect with the meeting host if you are not the one hosting to start the meeting at least 1 hour ahead of the event.

Ensure the rest of your delivery team join at least 30 mins before. Test if all the interactive tools are working well and that people know what they are doing At the beginning of your meeting, start with the necessary instructions and a quick run through of any housekeeping such as keeping microphones muted etc Use lots of creativity during your session to keep the participants engaged and active.

After the event o o o o .

Remember to conduct evaluations Ensure that you submit the reports needed on the service platform including a story if possible.

Document best practices and challenges encountered- this would be helpful to building up the next events!

Follow up on agreed on targets and action plans.

Quick guidance on preparing for a virtual event

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