How to host live sessions

You've set up a Live Zoom session in the Events calendar - hooray! 

So what happens next?

Before the session:

  • Other members will be able to discover your session on the # Events Calendar page in the Community Hub
  • If your session is added to the calendar with enough notice, it'll get mentioned in the Weekly Member News on the Thursday before (if it's added by the Wednesday before, it should usually be included in that week's email)
  • Members will be able to note the time and date of the session in their own time zone so they can join you in the Live Zoom Room at the scheduled time. 
  • Please note that members don't need to book, which means it'll be a surprise for you how many members are at your session. If you'd like to get an idea of how many members will be there, you could ask them to RSVP in the comments below if they intend to be there so that you can plan. It's also possible that some members will see your session shortly before it's due to start, or drop into the Zoom Room for an impromptu look to see what's happening.

Planning your session:

  • It's a good idea to decide in advance how you'll run your session. 
  • A brief bullet list like the examples given here can help you to plan. 
  • The size of your group might change the format your session takes. Conversation and discussions tend to flow more easily in smaller groups. It's a good idea to have a couple of options ready so you can adapt the session to the group size, but typically you can expect a small group.
  • If you're co-hosting the session with other members, you might take it in turns to lead a whole session and support each other, or you might like to each lead on different parts of the same session. You're sure to hit upon whatever works best for you.
  • Plan what artwork you yourself will be working on if it's a co-creating session, and get all your supplies ready, with fresh water (for your paints, and some more to drink)
  • Check the calendar before starting so you know when the next session after yours is due to begin. This way you'll know if you're OK to overrun if everyone's having so much fun you want to keep going.

When it's time to start the session:

  • Go to # Events Calendar in the Community Hub and click the "Open Live Zoom Room" button and follow the prompts (find instructions here)
  • You don't need any special technical knowledge to join a session, and the controls are the same whether you're a host or a participant.
  • It will help if you've already followed the joining steps before your session to check you're able to join.
  • You don't need the Zoom app - as covered in the instructions, you can join from your browser.
  • Do your best to start on time. If the group is small, don't wait more than a couple of minutes to get going.
  • If the group is large or any members have distracting background noise, you can ask everybody who's not speaking to mute their microphones. 
  • Look at the number next to 'Participants' and make a note so you can share this with us to help us have an idea of how popular this new feature is with members. 

Tips on running your session:

  • If you're co-creating, set an alarm on your phone so you don't lose track of time
  • Don't be shy! Even if you're the only one in the room, please start your video and keep your microphone on so that any members joining you will know they've got the right time and are less likely to be shy.
  • While you're co-creating, look up at your screen from time to time to enjoy seeing others creating with you!
  • Also look at the 'Chat' at the bottom of the screen in case any members are joining or leaving the group but didn't want to disturb others. As host you could welcome them or say goodbye.
  • Don't worry if you schedule a session and find you're the only person there. New features like this can take time to get going. It might be that you chose a time which isn't convenient for others, a topic that was very niche or unknowingly clashed with a national holiday in another country. If you're the only one there at your session, please stay in the Zoom Room for the whole time. You can keep it on in the background whilst you get on with some artwork. And perhaps for your next session you could try a different time or different format/theme in the description.
  • If there are other members in the Live Zoom Room when you start your session, you can ask if they're there for your session, and if they're not, let them know what you're about to be doing and invite them to stay in the room and join your session if they'd like. Don't worry if they decide not to - they might have been about to leave anyway!
  • If you're a small group, why not also make a note of the names of the other participants? You could ask their usernames if you're not sure.

After the session:

  • It's be really helpful to us if you'd take 2 minutes to fill in an entry on this Host Reflection form. 
  • These live sessions are still in a trial phase and hearing from you each time will help us to dynamically evaluate how the trial is going, and make any improvements we can.
  • Why not look up the members you co-created with and then follow their profile? This is a really nice way to see how they get on and continue any discussions.

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