ONLINE EVENT GUIDANCE

ONLINE EVENT GUIDANCE

Online and Hybrid Alumni Event Guidance

Online and hybrid events are now a core part of alumni engagement, enabling groups to connect audiences across regions, time zones, and professional communities. This guidance is intended to support alumni groups planning webinars, panel discussions, networking events, lectures, and hybrid gatherings.

Choosing the right format and platform, and preparing speakers and hosts to deliver an engaging session online.

1. Choosing the Right Format
Consider the purpose of the event and the audience experience you want to create.
Online events work well for:
•   International or geographically dispersed audiences
•   Speaker-led discussions and panels
•   Short professional or academic programmes
•   Events where accessibility and convenience are priorities
Hybrid events work well for:
•   Local gatherings with a wider international audience
•   Conferences, lectures, and reunion activity
•   Events where in-person networking remains important
When planning hybrid events, ensure that online attendees have a meaningful experience rather than simply observing activity in the room.

2. Selecting a Platform
Choose a platform appropriate for the scale and format of the event.
Key considerations include:
•   Audience capacity
•   Registration functionality
•   Accessibility features, including captions
•   Recording options
•   Moderation and security controls
•   Ease of use for speakers and attendees
Many groups use Zoom, Microsoft Teams, or webinar platforms with integrated registration tools. For larger or more public-facing events, webinar mode is often preferable to standard meeting mode.
If recording the event, inform attendees in advance and ensure speakers are comfortable being recorded.

3. Designing an Effective Online Experience
Online audiences generally prefer shorter and more structured sessions than in-person audiences.
As a guide:
•   Aim for 45–60 minutes for lectures or panel discussions
•   Allow time for audience questions
•   Include a moderator or chair
•   Use visual slides sparingly and clearly
•   Build in interaction where appropriate
Audience engagement tools may include:
•   Live Q&A
•   Chat discussion
•   Polls
•   Breakout rooms for networking or smaller discussions
A clear run-of-show helps events run smoothly. Speakers and moderators should understand:
•   Timing
•   Speaking order
•   How questions will be handled
•   Whether the session is being recorded
For panel discussions, appoint a moderator who can manage pacing, transitions, and audience participation.

4. Preparing Speakers and Hosts
A short rehearsal is strongly recommended, particularly for hybrid or multi-speaker events.
Before the event:
•   Test audio, video, and screen sharing
•   Confirm internet stability
•   Check microphones and cameras
•   Review slides and transitions
•   Agree contingency arrangements if a speaker loses connection
Encourage speakers to:
•   Use a headset or external microphone where possible
•   Join from a quiet, well-lit location
•   Keep presentations concise and accessible
•   Avoid reading directly from slides
For hybrid events, ensure in-room AV equipment is suitable for remote audiences. Audio quality is especially important.

Section 2

Planning the accessibility, inclusion and security of the online session

Roles and Responsibilities
Even relatively small online events benefit from clearly defined roles.
Typical responsibilities may include:
•   Host or chair
•   Technical moderator
•   Q&A moderator
•   Speaker liaison
•   Event organiser
For larger events, it is helpful to have at least one person focused solely on technical support and attendee management.

Accessibility and Inclusion
Online events can broaden participation significantly when accessibility is considered from the outset.
Where possible:
•   Enable captions or live transcription
•   Share joining information clearly and in advance
•   Consider time zones when scheduling
•   Use readable slides and high-contrast visuals
•   Verbally describe important visual material
•   Allow audiences to participate through multiple channels
If recording is available, consider sharing the recording afterwards for attendees unable to join live. Always seek permission from participants before enabling recording, note-taker apps or transcription.

Event Security and Conduct
For public or large-scale events, use appropriate moderation and security settings.
You may wish to:
•   Require registration
•   Use waiting rooms or moderated admission
•   Limit screen sharing permissions
•   Moderate chat and Q&A
•   Remove disruptive participants if necessary
All events should reflect the University’s expectations around respectful and inclusive conduct.

Section 3

Communications and Follow-up

Clear communications improve attendance and audience experience.
Before the event:
•   Send confirmation and joining instructions
•   Include time zone information where relevant
•   Provide guidance on accessibility or participation
•   Send reminder emails shortly before the event

Follow up after the event to:
•   Thank speakers and attendees
•   Share recordings or resources where appropriate
•   Gather feedback for future planning
•   Encourage continued engagement with your alumni group

Section 4

ONLINE EVENT GUIDANCE