Online self-directed learning for Event and Meet-up Hosts hosting online events

ONLINE EVENT AND MEET-UP HOST TRAINING

Welcome to the online training for Online Meet-Up and Event Host volunteers! Here you will find everything you need to know to prepare you for your role. Please read the information and complete the training videos.

If you would prefer to attend live training rather than watching the training recordings, please email us at oustudents-meetups@open.ac.uk and we will organise a training session when we have enough interest.

Aims and objectives

To learn how to set up, promote, and run meet-ups and events.
To learn how to use Microsoft Teams and/or Adobe Connect for hosting meet-ups and events.
To understand how to run events safely and securely.

Outcomes

By the end of the training, you will have:

An understanding of how to set up, promote and run meet-ups and events.
Knowledge of Microsoft Teams and/or Adobe Connect and how to use them for hosting meet-ups and events.
Knowledge of safety and security practices and how to implement them, including the Code of Conduct for Online Events.

Online Hosting for Event and Meet-up Host training topics

Each topic below corresponds with information you will need to get the most out of your time volunteering and holding online events and meet-ups. Please read through and watch the training videos and complete your online hosting training.

What is my role and what do I need to do?

As an Online Event and Meet-up Host you will help us promote the Students Association and engage with our student community through hosting online events. You will be facilitating and supporting online meet-ups or events for students on Microsoft Teams or Adobe Connect.

The time commitment is flexible. You may like to host regular sessions, e.g. monthly or every other month, or just host a one-off session. It may also take you an hour or so to set up the session and promote it on various platforms.

You might like to host sessions relating to what you are studying, your interests and hobbies, or a social event such as a quiz.

Key information for online hosts

The events you will be organising are can be attended by adult OU students, any OU student under 18 with a parent or guardian present, Alumni and Honorary Life Members.

The events you will be organising are can be attended by adult OU students, any OU You should ensure you have the following in place for your online event:

A confirmed time, date, and online platform. Remember to not share the direct meeting link on social media (or anywhere without an OU log in - OU Student Connect and OU forums are fine) when sharing the event, just share the event page on our website.
A co-host, to be there if anything goes wrong or if you can't attend the event at the last minute. You can ask on the Slack channel or contact the Community Team to help with finding a co-host.
Information on The Association to signpost students to if they have any questions about what we do.

Let us know about your event in plenty of time if possible so that we can help to promote it for you. Please complete the online event form.

Hosting tips:

Welcome everyone as they join, and let attendees know they can take part how they wish (some attendees may prefer to just use the chat box, or not have their camera on).
You may like to prepare a few questions or conversation starters to get the event going.
Try to keep to your advertised event times.
Briefly outline how to use the main features of the platform (e.g. microphone, chat box, camera if applicable).
You can use presentation slides in your session if you would like to (e.g. for a more formal event or a quiz). Look at our please email us at oustudents-meetups@open.ac.uk.

for a slide template you can use. Make sure you check the accessibility of the slides with the ‘Check Accessibility’ tool on PowerPoint, under the review tab.

After the event:

Please let us know how your event went and how many students turned up. You can do so by emailing us at oustudents-meetups@open.ac.uk, or filling in our feedback form.
Share stories from your event with us, via the email address above or our social media channels. You could also ask participants if they would be happy with you taking a screenshot of everyone for us to share on our website and social media.

Microsoft Teams training

Watch the training recording for hosting online events and using Microsoft Teams.
Review the slidesbefore/after watching the recording if you would like to.

This training is mandatory.

If you would like to use Microsoft Teams for your online events after completing the training, please send oustudents-meetups@open.ac.uk your student email address (ending @ou.ac.uk) and your OUCU so that we can organise Microsoft Teams access for your account once you have completed the above Microsoft Teams training. This is because IT need to enable extra permissions for you so that you can use all the features you need on Microsoft Teams.

Adobe Connect training

Watch the training recording for hosting online events on Adobe Connect.

You will need to have an Adobe Connect room open in another window in order to follow along with the training (to be able to see the toolbar options etc). In order to do so, please email oustudents-meetups@open.ac.uk so we can organise host permissions for you in the Training room to practice. Then, play the recording in the background and open up the Training room to follow along with the training.

This training is optional. If you do not want to host events on Adobe Connect, you can just complete the Microsoft Teams training. Please let us know at oustudents-meetups@open.ac.uk if that is the case.

Code of Conduct for Online Events

Our Code of Conduct for Online Events is displayed on event pages on our website before students join events, and we also encourage you to share it at the start if your events. You can also use it during the meeting if you need to, please see the scenario below for an example.

Practice scenario:

Read the following scenario, and our Code of Conduct for Online Events: www.oustudents.com/code-of-conduct-online-events/ct (webpage).

Which course(s) of action do you think would be suitable to take in this scenario?

Scenario: An attendee starts to get agitated in your session, they start swearing and speaking aggressively to other participants.

Actions:

1. Remind all attendees of the Code of Conduct. If the behaviour does not change, remove the person from the meeting, and don't let them into the meeting if they attempt to enter again.
2. Remind all attendees of the Code of Conduct. Carry on with the meeting as normal and ignore the behaviour after that.
3. Move the person into a breakout room with yourself or your co-host, and let them know their behaviour does not adhere to the Code of Conduct.
4. Ignore the person to avoid drawing attention to the issue.

What do you think?

The correct answers are 1 and 3. Depending on the situation you can decide which course of action would be best. For example, you may decide it would be best to speak to the person in a breakout room or you may decide it is sufficient to remind everyone of the Code of Conduct. You may also decide to remove the person straight away. Please let the Community Team know (oustudents-meetups@open.ac.uk) if you have had any issues in your session so that we can support you and take any further actions if necessary.

Additional training

We have had some previous training delivered by Emma Greenstein, who is a Mental Health Adviser at the Open University, which you can watch on the links below. The intention of the training is that it should help you feel better prepared should you find yourself in a difficult situation when hosting an event or meet-up with students online or if you need to respond to a student who is in severe distress or is suicidal. Should you respond to a situation like this, we ask you to report it to us (at oustudents-community@open.ac.uk ), so we can take the necessary steps from our end, and best support you.

his training covers some sensitive and upsetting topics, including suicide and self-harm. Please look after yourselves, and get in touch if you need to talk anything through or if you need help accessing support.

Dealing with difficult situations training recording

Responding to distressed and suicidal students training recording

Students who may need support

From time to time, event hosts find that students access our events at times of crisis. It is important to be clear about the boundaries here, and that our events are not a therapeutic space. Empathy and understanding are important, but it is not your responsibility to support any students who find themselves in that situation. Have some key support links on hand: Talk Campus, Shout 85258, and Samaritans.

Should you respond to a difficult situation like this, we ask you to report it to us (at oustudents-community@open.ac.uk), so we can take the necessary steps from our end, and best support you.

Who do I reach out to for support?

Please contact the Community Team at oustudents-meetups@open.ac.uk with any queries.

Looking after your wellbeing

You will likely be carrying out most or much of your role at home, so please be mindful of your workspace and wellbeing. Make sure you are comfortable and take breaks away from the screen.

Socialising online is now a vital part of our lives — it helps us feel more connected, helps build our student community, and makes it easier to stay in touch and maintain those connections. It has other benefits, too, such as allowing us to find new friends through shared interests and preserve memories. But we all know that online spaces aren’t without their downsides…

Here are some simple steps to take care of yourself and others when in online spaces:

Set your boundaries. It may be the times you chose to carry out your volunteering role, what device you use when volunteering, and making sure all notifications are off when you go to sleep.
Be firm about how long you’ll spend each time you do your volunteering.
Talk to your fellow volunteers, The Community Team and the Volunteering & Representation team if anything is worrying you in your role.
Drink water to keep hydrated – we all know the drying effects of screen time…
Go easy on yourself! You work hard to ensure that our online community is healthy, happy, and safe. Pat yourself on the back for a job well done and treat yourself to some self-care.

Remember, you want to be the example of how you wish our community to interact.

Be visible, positive, and encouraging!

Taking a break

If you are not able to carry out your volunteering role for a while for whatever reason please let the Volunteering and Representation team know so they can support you in taking a break and look for cover for that role.

You’ll find more information about taking a break in the volunteer handbook.

Complete your training for online hosting here

click this link and complete the declaration form