Checklist for Event Planning during the Corona Pandemic
Decision Support for Planning Virtual and Analog Events
1. What are the legal restrictions at the time of the event?
https://www.hu-berlin.de/de/pr/coronavirus-informationen
https://www.berlin.de/corona/massnahmen/verordnung/
2. Is a personal presence of the participants absolutely necessary? Why?
3. Is a virtual version possible for the event? What do I have to consider?
- Do the speakers agree to virtualization?
- Is the financing secured in case of a postponement?
- What agreements with cooperation partners are necessary? (Arrangements of possible different legal regulations, financing)
- Do the participants have to install anything to be able to participate? How can this be tested in advance?
- Can a smaller group (e.g. the speakers) meet on site and only be streamed to the participants?
- Is a recording of the lecture sufficient or is interaction necessary?
- Possibilities are:
- Zoom conference with interaction (important here is clarification of the moderation and technical support) via HU-Account up to 300 participants possible (hu-berlin.de/zoom.us)
- Webinar (slightly less spread, but still interaction, also possible via Zoom, must be requested separately from the Computer and Media Service (CMS))
- Zoom video webinars provide an easy way to host large online events with video, audio and screen sharing for up to 100 video attendees and 10.000 viewers.
- Webinar features are tailored for large audiences and include branding, registration, host controls, surveys, Q&A, speaking, chat, recording and reporting
- Content can also be delivered asynchronously, so that people can view the content at the best time for them, and the content is then discussed online (synchronously). The following tools are available in the HU for this purpose: Camtasia and SnagIt. Information about licenses and software is available at moa.it.support [at] hu-berlin.de.
4. Can/ should the event be postponed?
- What are the general conditions at the venue? How many people are allowed at the venue?
- How many people can the room hold with distance rules?
- Can I limit the number of participants?
5. What do I have to consider if the event has to be postponed?
- Does the new date collide with other MoA events? Please consult the MoA Science Communication Team.
- Will the topic still be current? Could it be adapted and if so, how?
- Do the speakers have time at the new date?
- Does a new location have to be found / is the planned location also available on the new date?