Organizing events Archives

New CSCCE tip sheet highlights 12 guiding questions to improve the accessibility of your next virtual event

The COVID-19 pandemic transformed virtual events. Connecting online suddenly became the only way to convene groups large and small, for short meetings or multi-day conferences, and community managers often found themselves developing new meeting formats or learning to use new platforms and tools.

Fast forward to June 2023, and a lot has changed. Platforms have evolved (and sometimes dissolved), event organizers have mastered their own suites of engagement tools, and, as participants, we’re more seasoned (although “you’re on mute!” remains a frequent refrain in Zoom meetings!).

We’ve also gained a much deeper appreciation for what it means to host a truly accessible online event. While online events opened up spaces to many people who’d previously been excluded (e.g., through reduced registration, travel, or childcare costs), for others, it made it even harder to participate.

In a new resource we’ve been working on with community members Rebecca Carpenter, Sara Kobillka, Casey Wright, Yanina Bellini Saibene, and Hao Ye, we offer 12 guiding questions to help you think about the ways that you could improve the accessibility of your community events. And in this blog post, we share our three top tips.

DOWNLOAD THE TIP SHEET HERE

Planning and launching a new champions program – and online community platform – at the Michael J Fox Foundation

Over the last few months, we’ve been working with Josh Gottesman and Leslie Kirsch at the Michael J Fox Foundation to plan a new online community of practice intended to support conversations about the sharing and reuse of data related to Parkinson’s Disease Research.

As is the norm for many community projects, we’ve been taking a phased approach to the launch of this Data Community of Practice (DCoP) – working to understand the needs of the nascent community and then identifying a small group of community champions to help test the online platform and seed initial conversations before opening the community to a wider membership.

In this blog post, we share more about how we supported MJFF through member research, the selection and design of a new online community platform, resource creation and scaffolding for their new Data Community Innovators (DCIs) program, and the planning and hosting of a DCI kick-off meeting at MJFF’s offices in NYC.

Making a PACT for more accessible resources – a workshop for rOpenSci

Over the past few months, we’ve been delighted to work with Yani Bellini Saibene at rOpenSci as she’s designed and built a brand new champions program. One of the ways we’ve been supporting that work is by delivering an online training for the new champions in how to design and host successful meetings. This month we used our “making a PACT” framework for more engaging meetings and events – and after reaching out to the participants to ask about their accessibility requirements, we were prompted to make some adjustments to how we facilitated the workshop and shared materials.

Community managers are always learning about new tools and making improvements to how we support community members – and this approach is no different for CSCCE staff! So in the spirit of “working out loud”, this blog post includes more information about the PACT framework and how we updated our existing workshop to make it more accessible.

February Community Call Recap – Creating accessible community spaces online

This month our community call focused on the accessibility of community resources and programming – emphasizing practical actions we can all take to support the participation of members with disabilities. We heard from two members of our community of practice; Sara Kobilka (of Renaissance Woman Consulting and co-creator of the Digital Engagement Accessibility Toolkit) and Rebecca Carpenter (Virtual Academic Community Manager of the Deaf STEM Community Alliance at Rochester Institute of Technology); held space for questions and discussion, and finished the call with a “show and tell” of some tools that can aid in the accessibility of slide decks, websites, Zoom calls, and written content.

In this blog post, we share an overview of the call, including recordings of Sara and Rebecca’s presentations, as well as a number of helpful resources that you can take a look at. We’re also working on a short resource to help guide STEM community managers specifically, and if that seems like something you’d like to be involved in making, please let us know by emailing info@cscce.org.

CSCCE Community Tools Trial Recap: Virtual escape rooms in Gather

In the second of our Summer 2022 community tools trials, CSCCE staff members Adrienne and Katie and several members of our community of practice met to “Escape the Island” in Gather. We actually ended up trying to escape a dungeon labyrinth (read on to find out why!) and explored how best to use these tools at virtual networking events.

CSCCE Community Tools Trial Recap: A “Butter” way to Zoom?

CSCCE tools trials resumed for a short run of three sessions on Wednesday, 13 July 2022. A combination of CSCCE staff and community of practice members spent 60 minutes trying out the facilitation platform Butter, and in this blog post we share some of the features we tried and what we thought.

Tools trials are back this summer!

Ever wanted to test out a new platform or app but needed some more users to make it worthwhile? That’s what CSCCE tools trials are for!

And this summer we’ll be hosting a short series of three tools trials to try out Butter (a tool for administering breakout rooms), Gather (specifically their new escape room), and a third tool of your choosing (let us know what you’d like to trial here).

Read on for more information, including calendar invites and what to expect!

May’s community call recap: Creating virtual events that meet people where they are

Two years after the pandemic pushed the majority of events online, we invited community members to discuss when virtual and hybrid formats work well, when they work poorly, and the tools that lead to success.

We also hosted a co-working session, during which we worked on a virtual events glossary and an updated version of our guidebook of curated virtual events resources – two items we’ll release soon. In this blog post, we offer some of the key takeaways from this month’s community call, in the hopes that it helps you plan engaging and inclusive events.

May’s community call: Revisiting virtual events

Join us on 18 May at 3pm UTC / 11am EDT for a conversation about virtual events: what we’ve learned after two years of online gatherings. We’ll make space for discussion, considering what the future of hybrid events look like, and host writing sprints to co-create new resources.

You can join the call on Zoom, and add it to your calendar: iCal | Google

On our May call, we’re consolidating community learnings around convening virtual events. Image credit: CSCCE

CSCCE in Japan (virtually!): Making a PACT for more engaging virtual meetings and events

The Japan SciCom Forum took place online 26-27 October 2021. The event was hosted by the Earth-Life Science Institute (ELSI) in Tokyo, and focused on giving participants practical tools for communicating about science in English.

CSCCE’s Lou Woodley and Camille Santistevan facilitated a workshop at the forum, sharing our PACT framework for virtual event planning, and staying up way past their bedtime to participate on Tokyo time! In this post, we share a little bit more about the event, our workshop, and how you can request a similar workshop for your organization or event.