It can be helpful to approach the design of a virtual event in the same way you would plan a live event. Ask yourself questions such as:

• What is the purpose or goal of this event?
• Who is the target audience?
• What is on your event’s agenda (content to meet the goals to engage the target audience)?
• How many attendees do you expect?
• How will you engage your attendees? Best practice tip: You might consider a few different options to keep your audience engaged.
• Will you encourage audience participation through the hand raise, chat, poll, or Q&A features or shared screen features?

These responses and decisions will inform your next steps.

Use your event strategy to guide the following decisions related to your event's format:

• What will be the format and length of the event? You should keep virtual events to no more than 2 hours and consider spreading longer events over multiple days.
• What is the schedule of the event? Breaking up a longer event with differently formatted sessions will increase interest and retain participants.
• Would breakout sessions be helpful for further discussion? You may need moderators or additional service support to manage breakout rooms.

Choose dates that will not impede access to University resources or hinder attendance by event guests — for instance, dates that do not conflict with other major University events.

Not Sure? Visit the University Events Calendar and Academic Calendar page for dates to avoid.

Who are the key staff, stakeholders and partners for producing your virtual event? Aside from the speaker or panelists, we advise having a “supporting cast” of two or more assistants for any virtual event:

• The host: This person will be responsible for technical aspects of your event.
• The co-host(s): This individual is a backup to the host with access to similar technical controls as the host, but with attention to attendees during the event. The co-host does the following:
  • welcomes attendees, curating an intimate atmosphere in a not-so-intimate virtual platform
  • moderates chat, polls, Q&A
  • removes disruptive attendees, if needed
• Breakout room moderators: If including breakout rooms in your event (only available on the Zoom meeting platform), these moderators will facilitate a productive discussion. The moderators may or may not be your event speakers/panelists.
• Panelists and speakers: By building a skilled event production team, speakers and panelists will be empowered to give their full attention to engaging attendees with content.

Start by consulting the Zoom Web Conferencing guide from the Office of Information Technology (OIT) to configure your Zoom account. Then determine whether a meeting, webinar or livestream is most appropriate for your event using this side-by-side comparison. If you’re still unsure, email eventstrategy@brown.edu.

All Brown staff, faculty and student Zoom accounts support independent hosting of Zoom meetings as an event platform. To record, livestream, host a webinar, or request additional support, fill out a media request form for assistance from OIT.

Remote CART is a real-time text service that allows event attendees to read what is being said on a laptop, tablet or smartphone (some refer to Remote CART as live captioning). For more details, connect to Remote CART. Zoom also provides automated captioning for free.

Understanding Zoom settings helps to ensure a smoothly-operated virtual event. Without the proper settings, your event could be compromised by a virtual protest or the sharing of inappropriate content by a rogue attendee.

For help navigating Zoom settings and controls for your event, consult our virtual event planning check-list. OIT also provides Zoom support and is continually updating its resource page and Zoom security recommendations. We encourage you to continue to return to the site to review those links frequently.

Note: Not all settings can be adjusted through the Zoom Chrome extension. To review and change your account’s settings, access Zoom through the brown.zoom.us portal. 

To further enhance the security of your event and reduce the risk of Zoom “bombing,” provide Zoom access links only to registered or invited participants. Many tools exist for doing so, including Eventbrite and Google forms. Eventbrite offers a tutorial on setting up an online-only event.

Zoom also offers a free registration feature with options to manually approve registrants and pre-assign attendees to breakout rooms (in Zoom meetings only). However, opportunities to brand your registration page and communications are limited.

Consider scheduling reminder emails as your event approaches. If you are using visual components like slides and polls, or facilitating Q&A, make sure in your pre-event communication to encourage attendees to join by computer and not by telephone. Otherwise attendees may be disappointed by missing out on key content.

If your event is being recorded, it is important to include Brown's approved language for virtual events on your invitation and registration forms. This language will notify participants that their images and/or names will be recorded and potentially broadcast, and provide them with opt-out instructions if they do not want their identities captured:

Approved Language for Event Publicity/Invitations

This language should be included within digital event invitations near the RSVP section:

Please note that this virtual event, including attendees' Zoom video, audio and screen name, will be recorded. All or portions of the event recording may be shared through Brown University's digital channels. Individuals who do not want their identities to be captured are solely responsible for turning off their camera, muting their microphone and/or adjusting their screen name accordingly. By attending this event, you consent to your name, voice, and/or image being recorded and to Brown University reproducing, distributing and otherwise displaying the recording, within its sole discretion.

Approved Language to Include When Conveying Zoom Meeting Details

This language should be included when sending the meeting link information to registrants prior to the event:

Please note that this virtual event, including attendees' Zoom video, audio and screen name, and questions or chats, will be recorded. All or portions of the event recording may be shared through Brown University's digital channels. Individuals who do not want their identities to be captured are solely responsible for turning off their camera, muting their microphone and/or adjusting their screen name accordingly. By attending this event, you consent to your name, voice, and/or image being recorded and to Brown University reproducing, distributing and otherwise displaying the recording, within its sole discretion.

Visit our Resources page to learn more about how to effectively promote your event.

For Zoom webinars and livestreams that are intended to be publicly available, it’s recommended that event hosts include a Zoom URL in the "Virtual event link” field of Events@Brown. For non-public Zoom meetings, it’s best not to share the meeting URL publicly.

When inviting panelists and speakers to participate, obtain permission to use images — this will help you promote the event to attendees and use photos and videos to share event content when the event is over. (Obtaining permission to use an individual’s image in marketing or publicity materials is required by law.)

If applicable, gather and organize content for a presentation, creating slides with the University or department logo when appropriate (consult the University’s policies on Brown name and logo use).

Schedule a practice session with speakers and panelists to test software, applications and your Zoom settings and controls. Review our list of best practice questions to ask speakers.

Fill out a Dignitary Notification Form to alert appropriate campus departments of high-profile visitors coming to the Brown campus. Are there special space considerations? Is there a requirement to contact the Office of Government and Community Relations? Will there be complex terms that require a special contract?

Not Sure? If you are inviting someone who is likely to draw significant media attention, such as a well-known lecturer, an entertainer or political figure, chances are you will need to fill out the form.

Just as in an in-person event, a little preparation goes a long way. Key players should receive a briefing and agenda at least 24 hours in advance. On the day of your event, consider having the host (the person responsible for the technical components of your event) sign in 60 minutes in advance to confirm settings*, controls, and the video/audio connection. Speakers, panelists, and co-hosts should connect at least 20 minutes prior to test their connection, find the best lighting and review the agenda.

*If you have set your Zoom settings to mute participants upon entry, disable screen sharing or mute their video, don’t forget to give your presenters back their permissions. You can do this in the Manage Participants resource for more information.

To create a welcoming virtual environment for your guests, consider including a welcome slide that will be posted for attendees that join before the event begins.

After the event, use Zoom to generate an attendee report and follow up to share recordings or resources that were discussed; conduct a survey to collect feedback from attendees that may help you plan future virtual events; and/or market future events.

You should also debrief with your planning team and partners as soon as possible so that you capture feedback while it is fresh in your mind.