Tips for organizing events remotely

This guide is designed to help associations in arranging remote events and recording their live events. KY encourages associations to arrange remote events for enabling all KY members to participate in their events. This is especially crucial for info evenings, so that all KY members have a possibility to get familiar with different associations and their activities.

Table of contents

1. Want to utilize KY’s official or social media channels?

2. What to consider while organizing remote events?

3. Different platforms for organizing remote events

4. Arranging a remote event on Zoom


5. Contact information for technical support

1. Want to utilize KY’s official or social media channels?

Do you you wish to utilize KY’s official or social media channels such as Instagram, Facebook, Snapchat etc. in your remote event? KY is offering a change to for example livestream your part of your event in our Instagram channel! Just contact our communication sector, and they do their best to help you out.

 

COMMUNICATIONS COORDINATOR

Emilia Silius

emilia.silius@ky.fi
040 353 8279

 

KY BOARD MEMBER, COMMUNICATIONS & BRAND

Sara Ritala

saramaria.ritala@ky.fi
050 349 3787

2. What to consider while organizing remote events?

We encourage you to host remote events and to come up with new concepts, for example:

  • A checkpoint event with virtual tasks
  • An online “pub” quiz
  • A social media challenge series
  • Streaming live classes or performances
  • Take care of inclusivity and accessibility: language (both written and spoken), how people can interact with each other and what kind of platforms and tools are used
    •  Engaging people instead of only presenting something to them: polls, quizzes, chat rooms etc help people to connect
    • Live vs pre-recorded

 

 

3. Different platforms for organizing remote events

Possible tools for remote events:

  • Platforms: Zoom, Hangouts, Teams, Skype etc
  • For workshops: Flinga, Mentimeter, Stormboard, Paddlet, Popplet
  • Games: skibbl.io, Kahoot!, Cards against humanity, Spyfall
  • Activities: some activities can be modified from live to online (for example checkpoints)
  • Social media: using shared stories, livestreams

 

4. Arranging a remote event on Zoom

  • Aalto University provides its members a Zoom license for arranging remote meetings for up to 300 participants
  • To install Zoom and access the license, follow the in-depth instructions by Aalto

 

Zoom – Creating a shareable event link

 

  • For sharing an event link beforehand, create a personal meeting. (Meetings → + sign, see the picture below)

  • Create the meeting
  • Copy the invitation


 

Zoom – Breakout rooms

  • Participants can be divided into smaller groups into breakout rooms.
  • The breakout rooms can be made from the Breakout Rooms button
    • This button is only available for the meeting’s host
    • If the button is not visible for the host (when participants list is open), press More → Breakout Rooms

  • The breakout rooms can be made automatically or the groups can be chosen manually
  • Groups can be changed afterwards 

 

Zoom – Recording event

  • There is a built-in option in Zoom for recording the meetings
  • To record the meeting, press Record button

  • You can pause or stop recording
  • After the meeting ends, the recording will be converted to mp4 file

5. Contact information for technical support

Need help for organizing events remotely? Contact our technical support for further guidance and tips!

IT-coordinator Joona Huikuri

Telegram: @RantapihanKauha

Phone: 0451653838

Email: joona.huikuri@ky.fi