Virtual Meeting Resources

Are you running a or activity for Bryn Gwlad?
Get it on the calendar!

If you notice platform details that are out of date or incorrect, please use the feeback form to let the webminister know.

There are a lot of common issues than can come up when running a virtual activity, and many of them are easily anticipated.

  • Choose a platform. If you’re not running a business meeting, you can use whatever platform you’d like.
    • See a breakdown of individual platforms below
  • Include platform instructions on your event page (calendar item, facebook group, facebook event, web page)
    • This helps people new to the platform and people who just need a refresher
    • If you’re using multiple platforms, include instructions for each
  • Send out reminders to attendees, support staff, and speakers the day before/of the activity
    • This can help mitigate low or late attendance
    • Common places to make announcements include:
      • Automatic reminders configured via google calendar
      • Facebook event/group/page discussion posts
      • Website blog posts
      • Email reminders
  • Have a central place with session info
    • This will make it easier for participants, speakers, and you to find session details
    • Things to include:
      • speaker lists
      • duration time
      • link(s) to live stream
      • links to additional resources (slides, handouts, etc)
      • links to recording(s)
  • Arrange to have a “Host” for your meeting
    • This is someone other than the speaker
    • Their job is to keep an eye out for questions; help with technical issues, and moderate the session
    • This is a support person for the speaker
  • Decide how you want to handle questions
    • Solicit them in advance, answer live, or answer after the fact
    • Remember thre can be 30s-1m delays in typed questions; allow time for people to think and type
  • Decide if your class/activity will be live or pre-recorded
    • Live allows for more audience participation
    • Pre-recorded allows for speaker narration/pauses for comments
    • There are benefits to either
  • Record your class, if you can
    • Recording a class allows for re-watch, replay, re-use for attendees or speakers
    • Knowing a class is recorded can also help cut down on “noise”
  • Small things make a big difference
    • Mute attendees on entry
    • Disable attendee screen share
    • Disable attendee recording
    • Disable attendee annotation
    • These will help reduce digital “clutter” and “noise” during your meeting; Hosts can help with this
  • Devide if you want to do pre-/post-event surveys
    • Can give you feedback on likes/dislikes, how discussions went, things to include next time
  • Other considerations
    • Time Zones
    • Do your speakers need training/practice with te platform?
    • Do you want to have attendees share their background/experiences?
      • This could be as formal as requiring participants to fill out their Ansteorran Wiki Page
      • Could be ice-breaker chat questions
      • Could be an around the room with names
    • How will you react to unexpected delays, changes, or announcements?
Zoom
First-Time SetupVideo Walkthroughs
Barony Accounts?Yes, contact Seneschal to use
Requires Individual Invites to be sent?No, can use link
Video Capable?Yes
Audio Capable?Yes
Multiple People Streaming Video?Yes
Multiple People Using Audio?Yes
Broadcast Duration Limits?Yes
Free?Yes**
Can be used for SCA Business Mtgs?Yes

** Zoom has a 45 minute limit for new/free accounts. The Seneschal has a paid account that barony members can use if they contact the Seneschal.

Discord
First-Time SetupWhat is Discord?
—–
How to use

Running Classes*
—-
Watching Movies or Games
Barony Accounts?Yes, Baronial Discord Server
Requires Individual Invites to be sent?No, can use link
Video Capable?Yes (screen sharing)
Audio Capable?Yes
Multiple People Streaming Video?No
Multiple People Using Audio?Yes
Broadcast Duration Limits?No
Free?Yes
Can be used for SCA Business Mtgs?No

* Discord’s Go Live feature can be used to stream an individual’s camera (for example, if you want to show the room a project or do a demo, or run a video class) — you need only pull up a camera application on your computer and then select that as your streaming option for Go Live.

Google Hangouts
First-Time SetupAbout Hangouts/Meet

Hangouts Overview

Hangouts/Meet Guides

Starting Meetings
Barony Accounts?No
Requires Individual Invites to be sent?Yes
Video Capable?Yes
Audio Capable?Yes
Multiple People Streaming Video?Yes
Multiple People Using Audio?Yes
Broadcast Duration Limits?No
Free?Yes, for now
Can be used for SCA Business Mtgs?Yes
Facebook Live
First-Time SetupBasic How-To

Tips for Use

Video Walkthrough
Barony Accounts?No
Requires Individual Invites to be sent?No, participants use link to join
Video Capable?Yes
Audio Capable?Yes
Multiple People Streaming Video?No
Multiple People Using Audio?No
Broadcast Duration Limits?No
Free?Yes
Can be used for SCA Business Mtgs?Not currently