Virtual Events
Virtual events are valuable in establishing and growing connections while working remotely within the AC Community. The resources below will support you in planning and executing on virtual events.
Booking ACET – VP Request – If you would like an Algonquin College Executive Team member speak or attend your event please refer to the instructional PDF and reach out as soon as possible, understanding ACET’s calendars get booked far in advance.
Information and Technology Services – Information Technology Services (ITS) is a digital innovator and the College’s inhouse audio-visual service delivery partner. ITS provides a variety of resources and services to the College. You can request ITS event services for your event by filling out this Audio Visual Event Request Form.
For questions and inquiries regarding ITS Event Services, please contact Abraham Yosief, abrahay@algonquincollege.com.
To learn if you should run a Zoom meeting or webinar event click here.
Submitting your Event to MyAC – An important component of your event is promotion. Use the following resources to communicate your event to the AC Community. MyAC is the Algonquin College employee portal with current new, announcements, and event information for the College community. Good Morning Algonquin (GMA) is the daily email delivered to your inbox. It includes the same content that is posted on myAC. All events should be posted to the College Events Calendar as soon as you know the date, or even tentative date (just add a TBC beside your title). Follow this link to sign into MyAC and submit your event.
Templates, Tools & Tip – The following templates will further guide you in planning and executing your event. During the planning phase there are key tools and documents you will want to utilize. By continually referring back to these documents you will be able to stay focused and organized. These tools are explained in further detail, with links to samples, below.
| Critical Path | This MS Excel spreadsheet will give you an idea of the basic requirements and action items to complete as you plan your event. You will need to edit and add to this list based on your event, but the items listed will give you a starting point. |
| Event Brief | An event brief is document that serves as a comprehensive, centralized overview of your event, detailing the core elements involved, key corresponding statuses and timelines, and the central internal and external resources needed to bring your event to life successfully. Sample brief. |
| Agenda | Creating an agenda is one of the first things you should do once you have decided on your event. This word document will be closely linked to your overview (for timing) and will go through a number of edits as you book your speakers and modify timing. The final version of this document should be distributed to event participants and stakeholders. Sample agenda. |
| Budget | This document will be constantly updated as you receive quotes and final invoices. If your event is an annual event use last year’s actuals as this year’s estimates to best judge what your expenses will be. You will want to keep a copy of all expenses to refer back to when needed. |
| Registration | Depending on your event you may want to have some form of registration process, either online through EventBrite, or other online registration softwares. EventBrite is user friendly, and easy to communicate with and manage attendees. |
| Run of Show | A Run of Show is a way of simplifying and distilling information that is essential to running a live show. At its core, a run of show is a document that lays out the timing, program, and content for each moment of an event. Live, virtual or hybrid event production. It’s the primary document that that lays out the production schedule before and during your event and is shared with your team and the event hosts, presenters, speakers, and ITS. Sample Run of Show. |
| Chat Content Template | The chat box in your webinar or meeting is an important tool and a great way to engage with your audience. Please reference our sample chat content. |
| Branding & Marketing | Contact Marketing/Creative Services, to help with creating signage and event promotional material. There is an online form to fill out with your requirements, click here to fill out the marketing request form. Please note, there are strict guidelines in applying and using the College logo and Coat of Arms. |
| Thank you and Feedback | One of the most important things you need to do is make sure to thank participants, volunteers, guest speakers and colleagues appropriately. Send a participant thank you email following the event with a survey link (if you decide to send a survey). |
| Feedback Methods | Depending on your event you may wish to receive feedback in the form of a survey. If you collect email addresses during registration you can send out an online survey with your thank you message. We recommend you use Survey Monkey. To register for an account, please contact the ITS Client Care (ext. 5555) and you will be granted access to a SurveyMonkey enterprise account. The survey will be dependent on the type of event and information you wish to collect. It is important to send your survey out as soon as possible following the event to maximize the response rate, best to prepare this in advance.
Use Survey Monkey’s support tool, question bank, should you need assistance creating survey questions. |