Virtual Meetings

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

  1. Choose a platform.
    • If you’re not running an SCA business meeting, you can use whatever platform you’d like.
  2. Have a central place with session info
    • This will make it easier for participants, speakers, and you to find session details
    • Things to consider including:
      • speaker lists
      • duration time
      • link(s) to live stream
      • link to the platform
      • links to additional resources (slides, handouts, etc)
      • links to recording(s)
  3. Include platform instructions on your event page (calendar item, facebook group, facebook event, web page)
    • This helps new people and people who need a refresher
    • If you’re using multiple platforms, include instructions for each
  4. Send out reminders to attendees, support staff, and speakers the day before the activity
    • This can help mitigate low or late attendance
    • Common ways to make announcements include:
      • Website blog posts (recommended)
      • Automatic reminders configured via google calendar
      • Facebook event/group/page discussion posts
      • Email reminders
  5. Arrange to have a “Host” for your meeting
    • This is someone other than the speaker who can provide technical support
    • Their job is to keep an eye out for questions; help with technical issues, and moderate the session
  6. Decide how you want to handle questions
    • Solicit them in advance, answer live, or answer after the fact
    • Remember there can be 30s-1m delays in typed questions; allow time for people to think and type
  7. 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
  8. 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”
  9. Small things make a big difference. Things to consider doing:
    • 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
  10. Decide if you want to do surveys
    • Can give you feedback on likes/dislikes, how discussions went, things to include next time
  11. Other considerations
    • Time Zones
    • Do your speakers need training/practice with the 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?

WebEx Platform Details

First-Time SetupVideo Tutorials
Barony Accounts?No, must use personal account or borrow one
Requires Individual Invites to be sent?No, can use room-specific link
Video Capable?Yes
Screen Share?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

** WebEx has a 50 minute limit for new/free accounts; 200 people

Zoom Platform Details

First-Time SetupVideo Walkthroughs
Barony Accounts?No, use free version or borrow an account
Requires Individual Invites to be sent?No, can use meeting-specific link
Video Capable?Yes
Voice Capable?Yes
Screen Sharing?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

Google Meet Platform Details

First-Time SetupAbout Hangouts/Meet
Hangouts Overview
Hangouts/Meet Guides
Starting Meetings
Barony Accounts?No
Requires Individual Invites to be sent?Yes, email addresses
Video Capable?Yes
Screen Share?Yes
Voice Capable?Yes
Multiple People Streaming Video?Yes
Multiple People Using Audio?Yes
Broadcast Duration Limits?No
Free?Yes
Can be used for SCA Business Mtgs?Yes

Facebook Live Platform Details

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
Screen Share?Yes
Voice Capable?Streamer only
Multiple People Streaming Video?No
Multiple People Using Audio?No
Broadcast Duration Limits?No
Free?Yes
Can be used for SCA Business Mtgs?No