Virtual Events

Checklist

1. Confirm the date, time, title, description, and thumbnail image for your event
2. Schedule the webinar/Zoom/Team Meeting
   • Decide whether your event will require attendees to register and establish Zoom settings accordingly or establish another registration mechanism
   • See instructions on how to set up registration for Zoom sessions
   • Help keep our virtual events secure
3. Enter your event into 25Live
   • In the location section, search for "Online/Webinar" and ensure the "Hide Conflicts" button is NOT checked, otherwise, this location will not display
   • If you are requesting a publication for your event, provide an email or URL in the “registration/more info link” field so people can register for your event
4. Assign webinar roles - see the Virtual Event Roles and Responsibilities for help in defining these roles
   • Review the Virtual Event Tips for Presenters and Panelists and Virtual Event Tips for Stage Manager and Hosts for additional tips
   • If you will have volunteers participating in your event, you must work with the Human Resources Department and submit a Paperless Volunteer Form for approval prior to the performance of volunteer duties
   • If guest speakers will be monetarily compensated, you will need to fill out the Guest Lecturer Form
5. Meet with panelists to confirm the webinar's structure and content
6. Create and send email invitations
   • To advertise your event on the University Events Calendar website or Faculty & Staff Digest & Warrior Weekly, submit your request through 25Live 4 weeks prior to the event date and provide an email or URL in the “registration/more info link” field so people can register for your event. Please review the submission guide for full details.
7. Arrange plans for live closed captioning or ASL as needed
   • Include the following note when promoting the event online or in print material: Persons with disabilities who need accommodations or have questions about access may contact the program sponsoring the event, by phone at (209) 667-3913.
8. Finalize your presentations; add poll questions as needed
9. Create a Virtual Event Schedule/Agenda
10. Host a tech rehearsal to review the event plan and run through any screen shares, presentations, videos, and interactive features.
    • Have presenters/panelists do this rehearsal with the setup they will use for the event
    • Double-check camera placement, background, lighting, audio, distractions, etc.
11. Send an event reminder to attendees
12. Share backup copies of screen graphics and presentations with stage managers, hosts, and moderators
13. Send attendees a reminder email with the call login information

Contact the University Events Office at (209) 667-3913 with any additional questions, resources, or guidance