The Collegiate University encourages virtual events for new students that are accessible and inclusive and that make attendees feel comfortable and safe.
Various video conferencing platforms are available for you to consider, each with their own advantages and disadvantages, some of which you may be familiar with. These include:
Think about the platform you’re using, to ensure the event is accessible to all. For instance, choose a platform that also works on a mobile device as some participants may not have access to a desktop computer or laptop.
Anticipate connectivity issues and other technical issues - have a trial run with the technology, particularly if it is new to you. Test it out with friends or colleagues.
You may also like to choose a platform which offers a ‘chat/messaging’ function, so participants can submit questions during the event.
It’s worth having a ‘waiting room’ area, if the function is available, so attendees can’t check in before you and enables you to manage who joins the event.
You should be mindful of data protection and associated legislation relevant to the country you are in with whichever platform you decide upon.
The Oxford University Society of Munich has written a guide to hosting virtual events in general and using platforms such as Zoom, which you can view here.
Data protection – some points you should consider:
- How secure the platform you’re using to host the event is.
- Groups in UK & EU countries - any software should be GDPR compliant.
Find out more here (UK specific, see the appropriate data protection organisation within your own country)
- Rest of world groups – You should be mindful of data protection and that any software you use should adhere to data protection legislation in your country.
- How you will process registrations and manage the data collected. Contact details of participants should not be shared with others without their explicit consent.
Further guidance on data protection for alumni groups can be found here.