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Resources for Virtual Events & Meetings

There are several tools available to Recognized Student Organizations (RSOs) for hosting virtual events and meetings.

Click each item below to expand it.

  • Zoom
    • For instructions on downloading Zoom and logging in visit USC ITS’s website. Click Here
    • You can start meetings instantly or schedule a single meeting or recurring meetings.
    • Zoom Features to utilize:
      • Breakout rooms – assigned by the host(s) of the meeting
      • Share Screen
      • Annotate Feature on whiteboard or shared screen feature. Learn more by clicking here.
      • Polling
  • Slack
    • Collaborative communication hub available to all USC students via USC ITS. For instructions on logging in visit USC ITS’s website. Click Here
    • Slack has various integrations with other platforms including zoom!
  • Kahoot!
    • A game based learning platform that can be used for trivia games!
  • FlipGrid
    • Flipgrid is a website that allows teachers to create "grids" to facilitate video discussions. Each grid is like a message board where teachers can pose questions, called "topics," and their students can post video responses that appear in a tiled grid display.
    • Can be used for poster presentations, fairs, etc and the content remains on the grid! 
    • Free for all
  • Instagram Live
    • Stream live conversations, demos, workshops via live and save them to your Instagram Stories for others to view later.
  • Facebook
    • Host a facebook live conversation or stream from Zoom onto Facebook live for a larger audience.
  • Remo
    • Remo mirrors the TCC Ballroom style setting into a virtual environment with tables of 6 people, presentations, and more.
    • RSOs may request use of Remo for individual events. Campus Activities will review requests and work with each RSO to host their event on Remo.
    • Requests should be made a minimum of 3 weeks in advance of an event. Request HERE
    • If you are unfamiliar with Remo, please watch these video to understand the features available during a Remo event: Remo Intro, Using Remo as an Attendee

 

  • Test out your technology before the start of the meeting. Work with a friend to test the platform functionalities and features.
  • Opt for video calling. While not everyone loves the idea of video calls, they increase connection and community. When possible, choose video calling for a more personal approach to staying connected. Note that in cases where reception is bad, you may have to switch off video calling.
  • Start each meeting with an icebreaker where everyone gets to share. If there are a lot of participants, consider using the chat features for people to respond and share.
  • Stick to set times. Set standard weekly times meetings should take place for consistency. We recommend, keeping with the regular times you had prior to going remote.
  • Set clear agendas, outcomes, and action items. We recommend using Google Docs as a way of creating living agendas where people can see updates in real time and items as the meeting goes along.
  • At the end of every meeting, be sure to articulate clear action items and next steps.
  • Create new roles and rotate responsibilities.
  • Think about daily and weekly tasks such as taking meeting minutes and rotate these amongst members to stay engaged. Additionally, consider forming new and creative subcommittees that can work on projects in more intimate chat groups.
  • Get buy-in. Make sure to create space for allowing others to provide thoughts and input. It’s important to ask things like “what do people think of this?” or “does anyone have anything to add?” Be ok with some silence on the other end as some people may need additional time to think.
  • Meet one-on-one. If you are in a leadership role within your organization, consider scheduling one on one check-ins with other executive board leaders and members. This is a great way to maintain connection and be able to accommodate the different needs of your group.
  • Centralize organization documents. Consider Google Docs, Slack, EngageSC, or another project management for being able to share information with your organization in a timely, adjustable fashion.
  • The ultimate guide to remote meetings in 2020 – A Slack Resource 
  • Add your event to the USC Calendar of Events! calendar.usc.edu
  • Update your EngageSC RSO profile with membership rosters, governing documents, pictures, and shared files. Post announcements to the EngageSC platform for all to see and communicate with members directly though EngageSC. For additional EngageSC tips click here.
  • Centralize organization documents. Consider Google Docs, Slack, EngageSC, or another project management for being able to share information with your organization in a timely, adjustable fashion.
  • Consider communication channels and set expectations.
    • Slack, GroupMe, Facebook groups can be used for your RSO.
    • Setting expectations and revisiting them regularly to ensure everyone understands and follows expectations. Revise as needed.
  • If you’re a leader of an RSO, consider connecting one on one with other members to maintain connections and accommodate the different needs of your RSO.
  • Create a regular newsletter for information sharing. Constant Contact or Mailchimp allow you to create electronic newsletters (available free for up to a certain number of subscribers).
  • Ensuring all participants can fully access your events is crucial to ensuring an equitable experience for all.
  • USC’s Disability Services and Programs office has created helpful guides to help you create accessible content and host accessible programs.
  • Event planners should include in their materials the following event accessibility statement:
    • “Individuals with disabilities who need accommodations to attend this event may contact [insert event sponsor’s name, phone, and email address].  It is requested that individuals requiring accommodations or auxiliary aids such as sign language interpreters and alternative format materials notify us at least 7 days prior to the event.  Every reasonable effort will be made to provide reasonable accommodations in an effective and timely manner.”
As an RSO, we encourage you to explore this Virtual Student Life website for things to watch, online board games, fitness opportunities, and more things that you can do with your organization or even on your own!
We want to hear from you! Do you have any event ideas or additional fun things to do that we may have missed? Let us know via email at stuacts@usc.edu
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