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MODULE: Virtual Events

Hosting Online Meet ups

Tools and Platforms

There are a variety of online tools and platforms you can use for your meet ups!

  • Explore the best options for your society!

  • Keep your events varied and make the most of all the tools and platforms available!

Let’s have a look at some of the platforms available –

Microsoft Teams

 

We have set up an MS Team for your society, it a great place for the committee to meet and plan events together!

 

We post in your MS Team too. If you keep a regular check on it you won’t miss out on opportunities and events such as Re|Freshers’ Week or FREE subscriptions (Lucky Voice, Kahoot etc.).

 

You can ping us questions too (tag @RachelAshburner and @BeckyFrench), we are always happy to help support you. That’s where we’ll video chat with you too!

  • Free to use through the university

  • No time limit during meeting!

  • Screen and audio share – great for streaming videos to members

  • Up to 250 people can join chat

  • 20 people in video/audio calls, see 9 on the screen at one time

  • Record function

  • File share

  • Every society gets a Pro account! So no time limits on meetings!

  • 1000 Video call participants and 49 on screen!

  • Keep meetings safe and secure using private passwords and pins!

  • Audio share – great for streaming videos to members! When in a meeting simply tick the box to share computer audio in the share screen window.

  • Option to share multiple screens at once – Share your computer screen in a meeting this is great for presentations!

  • File sharing function

  • Easy to use breakout rooms function – This functions enables small breakout meetings perfect for a quiz or games events! This video demonstrates how to use breakout rooms.

  • Recording function

  • Free to sign up and create an account.

  • Keep the conversations going within society servers and text and voice call channels. Login and chat at any point!

  • Option to create channels for specific society projects.

  • Option to assign roles for committee and members.

  • Option to invite members with invite link (which can be set to expire after set time).

  • Host video calls with up to 25 people on the screen. Easy to link up to other accounts such as Twitch or YouTube for video streaming options.

  • Easy to use moderation tools to monitor your meetings and projects.

  • Can join meeting from any device using private password and pin

  • Accessibility functions

  • Option to screen share and record meetings

  • Video/audio calls with up to 25 people with 16 people on screen

  • Good way to get members interacting with your society Facebook pages

  • 50 people in a call with up to 6 visible on the screen

Plan ahead

Plan ahead for any virtual event!

  • Do a practice run – account for elements such as lighting, sound and think about how the event will flow – are you going to use a script or meeting agenda?

  • Does anyone have any accessibility needs?

  • If you are planing on recording the meeting or session you must ask first, is this ok with the group?

  • Let everyone know the plan before the event, how can they join? What time will the meeting start and end?

  • Risk assess your virtual events – What could go wrong and how can you put steps in place to prevent this?

     

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What if the Wifi goes down? Have at least two event hosts connected to different WiFi sources, just in case one runs into problems the other host can take over!

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Any tips and advice? What works well for your online society meet ups? We would love to hear them, let us know bsusocieties@brighton.ac.uk so we can share with other societies 

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