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Guidelines for Virtual Events

Virtual Event Quick Sheet

Livestreaming FAQ

Due to updated guidelines regarding events during the COVID-19 pandemic, you may be considering offering a virtual event/experience instead. Below is some information that may be helpful to you as you go through the process. After reviewing the information, you may submit a Virtual Programming Request

In-person event guidelines will be based on directives from the Governor's Office and Spokane Regional Health District. You can view the guidelines specific to in-person events here

Hybrid events would include in-person attendees (limited to the capacity of the current phase) as well as a virtual aspect or experience. This could include livestreaming during the event or recording the session to be viewed later.

Questions to Consider

Is (or will) your presenter or speaker be in Spokane or elsewhere?  

  • If they are (or will be) in Spokane, we can offer livestreaming of the presentation.  
  • If elsewhere, consider a different platform such as Zoom. 

Who is your audience?  

  • If your audience consists of just faculty, staff and/or students, you may move forward with your event without official approval. However, if you would like to advertise the event on the Master Calendar or Pirate Port, please submit a Facilities Request Form (FRF). The only exception is that all student club events must be approved by the student activities office. 
  • If it consists of any other type of attendee (i.e. alumni, parents, public, etc.), you must submit an FRF and work with the Whitworth Office of University Events (OUE) on the details of your event.  

What is the main purpose or message of your event? 

  • While the easiest process would be to just take your in-person event and replicate it exactly on an online platform, that may not be very effective. 
  • Once you narrow down your main purpose or central message, consider how this message can be shared without gathering in-person or through a different type of event. Get creative! This may be a unique opportunity to think outside of the box. The OUE is happy to brainstorm with you. 
  • From our experience the past few months, it's difficult to translate a celebratory event through Zoom since that has primarily been used for meetings. You may consider if there is another program or process that can be used to share your message.  
  • You also want to consider the duration of your event. While a 1.5 hour luncheon worked in-person, most people won't want to look at a screen for that same duration. Thus, what's the actual timeframe that seems realistic? 
  • Also consider that most people will not be watching your virtual event on a large TV. Instead, they will be viewing it on a mobile device or computer monitor. Determine ways to highlight speakers/presenters well.  

How complex is the schedule/agenda?

  • Basic Zoom, Webex and similar programs work best for simple events.  
  • If you are interested in breakout rooms, networking, multi-day experiences or the like, please talk to the OUE about potential options.  

Virtual Event Types 

There are many types of virtual events and experiences. Below are the most common, listed from least to most complex.  

Presentation

  • Mostly used to share information one-way to an audience
  • For most programs, other attendees are viewable on the screen
  • Does not require presenters to be on-campus
  • Can be recorded to be viewed later

Be sure to go over the Videoconferencing Checklist before starting your planning.

Webinar/Panel

  • Some online programs have a webinar feature which allows a smooth process for presenting and accepting questions
  • Attendees are not present on the screen
  • Does not require presenters to be on-campus
  • Can be recorded to be viewed later

We encourage you to limit the number of panelists to three and follow the Videoconferencing Checklist prior to the event.

Livestreaming

  • Accessible live from any location
  • Can be recorded to be viewed later
  • Requires presenters to be on-campus
  • Feels more like an event production than a computer program

Platforms include Instagram, YouTube and Facebook.

Pre-Recorded Video

  • Share your primary message through a video rather than an "event"  
  • Requires discussion of video distribution with OUE

There are programs which allow for simple, short videos to be distributed to select constituents. Videos that will be distributed to the public would require the submission of a Video Request Form to discuss the project.  

Full Production

  • Used for complex, multi-layered events
  • May require the use of an outside production company
  • Requires discussion with OUE and Whitworth Marketing & Communications 

Virtual Event Policies & Best Practices 

  • If you are interested in virtual programming, you may request it through this form
  • If your virtual format requires the use of a room, please reserve a room through Infosilem. The best rooms for livestreaming are the chapel and the Robinson Teaching Theatre in Weyerhaeuser Hall; however, the ABC rooms and the MPR in the HUB, Weyerhaeuser #111 and the Music Recital Hall can be adapted easily. Assuming you have event participants or attendees, make sure they are limited to the capacity of the current phase.  
  • If your event is open to anyone other than faculty, staff or students, you must submit an FRF with all the details.  
    • This form also allows you to request livestreaming and list your virtual event on the Master Calendar or Pirate Port.  
    • We need at least two weeks' notice to assist with your event.  
  • When advertising your virtual event, please follow the same process regarding requests for posters, invitations, etc. Applicable information can be found on the Internal Planning webpage.
  • If you plan to video or audio record the virtual event, please make sure your event speakers/presenters have signed this release form: Release to Record Form (Audio and Video).
  • Only original works can be livestreamed so please consider copyright issues in advance of your event. 
  • If your event will include audience participation through a chat feature or Q&A, designate a staff member from your department to moderate this process.

Livestreaming FAQ

Interested in livestreaming an event but don't know where to start?

First steps:

Requesting livestreaming of an event is not as intimidating as you think. The OUE is here to help you through all steps of the process. The first step is to submit the virtual programming request form. Once we receive your completed form, we will start a conversation with you.

Do you have an example of a livestreamed event?

Yes! Please contact us at events@whitworth.edu for the link. 

What's my department's role in preparing for the livestream?

Once we finalize plans, we will ask you for the following information to prepare the broadcast:

  • Agenda/flow
  • Media elements (i.e. videos, photos, PPT slides)
  • Presenter names and titles
  • Audience (This will impact whether the broadcast will be made public or restricted.)
  • Point of contact

What is the OUE's role in preparing for the livestream?

We provide all of the technical expertise which includes:

  • Preparing the online platform
    • We recommend YouTube and can send you the link to the broadcast in advance for you to share with attendees
  • Gathering all the elements for the broadcast
  • Providing the video, sound and staff to run the event
    • We will also be on-site to ensure a successful event