Virtual events Archives - Page 3 of 6

Making a PACT framework

CSCCE’s four-part PACT framework outlines the key elements to consider when planning a virtual meeting or event: P for purpose, A for attendees, C for community management, and T for tech tools. As each meeting or event is highly context-specific, the framework is intended to help you examine that context and then design an event that works for the attendees. What works in one context, such as using a specific online tool, may not work for participants who are unfamiliar with the technology. The power of making a PACT is in being intentional about meeting design for each event.

Citation: Center for Scientific Collaboration and Community Engagement. (2022) CSCCE Glossary: Virtual Events. Pratt, Woodley, Ainsworth, Carter, Crall, Elkins, Gauthier, Ihle, Kornahrens, Martinic, Santistevan, Shaikh, Sidik, and Wyatt doi: 10.5281/zenodo.6608609

Logistics document

A document shared with attendees before the event containing clear instructions about how to participate. This may include a code of conduct/community participation guidelines, instructions for what to do if you have a question, orientation details for the venue or platform, the event hashtag, and any other important information. For virtual events, include easy-to-find links to key platforms or meeting rooms at the top of the document.

AKA: The “know-before-you-go” summary

Moderator

The person, or people, responsible for ensuring your event meets its goals. A session moderator will guide the conversation, keep presenters to time, and handle questions from the audience. A technical moderator will ensure the projector functions and/or the virtual event platform is working, as well as monitoring any interactions with the virtual tools and addressing emergent needs such as technical questions.

AKA: Host, Session chair

Office hours

These are supplementary events in addition to the main event. There can be pre-event office hours for discussing and answering questions, and post-event office hours for participants to ask additional questions and follow-up on their work.

Organizing committee

The organizing committee coordinates the logistics of the event such as running/hosting sessions, setting up infrastructure, and promoting the event.

See also: Steering committee

Pair programming

Connecting each event attendee to another person at an event so that they might work together in some way. This is typically done prior to the event, so folks have a chance to connect with their partner. This provides peer support for first-time event participants, and may reduce attrition in technical workshops where troubleshooting support can be helpful.

AKA: Peer mentorship, Accountability buddies

Polling

Using a set of questions to quickly engage participants at an event to assess understanding, aid decision making, and gather feedback. Can be done using the platform chat or by using tools like Zoom Polls, Slido, and Mentimeter.

Presenter guidelines

Guidelines that outline your expectations of presenters as a convener. This might include accessibility requirements (and a slide template), presentation length and Q&A format, and any preferred branding such as the event or sponsor logos.

Pre-work

Reading or other preparatory work to be completed by participants before joining the event.

Example: Data Umbrella pre-work checklist

Registration form

A mechanism for attendees to indicate that they would like to attend an event. Registration forms are often used for in-person and hybrid events as well as for virtual events. When used for virtual and hybrid events, they may be platform-dependent, and they may include questions about virtual accommodations, photo/video consent, etc. It’s important to consider if an attendee’s registration will tie directly (or not) to their access to a digital platform and, if so, how. For example, will the attendee have to use the same email to register and to access the platform? Will the email used for registration serve as the user ID for the platform? Will attendees need to sign up for the platform separately?