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Hosting an online conference

Strategies and resources for going virtual with your next learning event, presented in collaboration with CTET.

Choose your tech

RRU has a variety of web-conferencing platforms. To match a platform to your event, talk to your CTET instructional designer liaison or contact CTET.

 

1. Collaborate Ultra is designed as a virtual classroom and includes features that promote participant engagement and interaction. Collaborate Ultra would be a good choice for you if you are hoping for a workshop-style event.

 

2. Bluejeans is a meeting tool that allows for face-to-face, audio and video
communication with participants.  ‚ÄčIt includes a whiteboard and chat functionality.

 

 

Other online meeting tools (free and subscription-based):

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Image by RRU Brand Centre.

Check out ths Crossroads article from CTET: Choose the right video-conferencing tool!

Plan a tech check

Consider a drop in technology-check session 10-15 minutes before the event for your presenters and participants so they can check that their system is set up correctly and familiarize themselves with the virtual space. Things take slightly longer in the virtual space, so plan for time buffers. 

Privacy and cybersecurity

Privacy issues are a concern with any video or web conferencing tool. When choosing a tool, look for information about how the tool stores, shares, and manages the security of the following:

  • personal information
  • IP addresses 
  • recordings
  • shared desktops
  • data transfers
  • open/closed access to the software itself

For help and support with privacy and security considerations, contact the RRU IT Help Desk.

Get consent

Send out written consent forms to presenters and attendees to obtain permission to record sessions, share presentation materials and/or the conference attendee list with other attendees (for networking). Explicity state how and where recordings and materials will be shared, and with whom. Encourage presenters to use Creative Commons and copyright-free material in their presentations, and to consider adding a Creative Commons license to any material they wish to share with attendees and the public.

For more information about copyright, contact the Library.

Resources

Academy for Teaching Excellence. (2020 March 15). Blackboard Collaborate Ultra tutorial: The basics. [Video]. YouTube. https://www.youtube.com/watch?v=4wD9xOeYKSY
CC-BY (reuse allowed).