Event Toolkit

Organizing an event relating to the 2020 election? This toolkit aims to help students, faculty, and staff organize successful physically distanced events.

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  • Virtual Events

    Zoom offers video conferencing, online meetings, chat, mobile collaboration, event registration, breakout rooms, meeting recordings and more. Comparable products to Zoom include Go-To Meeting, WebEx, and Skype. Visit UR’s Zoom Guide here to learn more about the utilizing the various features in Zoom for your event.

    • This article on Zoom’s blog provides best practices for hosting a digital event. Here are some key pointers when planning your event:Test audio and other features you may use, such as screen sharing or breakout rooms, before your event.

    • Set up multiple co-hosts within Zoom in case your main host loses internet connection and to protect from other last minute issues.

    • Set a password, automatically mute participants upon entry and enable a waiting room to assist with event management.

    • To create a more interactive event, include real-time polling, chat functionality, or small breakout rooms for discussion.

  • In-Person Socially Distanced Events

    UR’s Orange Stage requires physical distancing of six feet and limits activities to on-campus only. UR’s Yellow Stage allows for regular events to resume but cautions individuals with increased health risks to maintain physical distancing. When planning an in-person event consider the risk to health of your invitees and the decisions people may need to make protect their health. Find a way to include all invitees, even those who may not be able to attend in person, such as recording your event, a live stream, or other digital engagement activities. Here are some key pointers when planning your event:

    • According to the CDC, smaller outdoor gatherings in which individuals from different households remain spaced at least 6 feet apart offers less risk for in-person events. Outdoor events provide the best ventilation and least risk for in-person events.

    • In UR’s Orange Stage gatherings are limited to 10 people or fewer and physical distancing is required. In UR’s Yellow Stage gatherings are limited to 50 people or fewer and physical distancing is required.

    • Only admit participants who are wearing face coverings. Remind participants to bring their masks and provide extra if you have any available.

    • Avoid the sharing of objects. For example, if asking participants to sign-in, assign one person to sign in each person instead of passing around the same pen.

    • If providing food, provide individually portioned meals instead of a self-serve buffet style.

    • Space chairs and tables at least 6 feet apart.

    • Designate one entry point and one exit point to avoid gathering spots.

    • Set up pre-registration or ticketing for your event to limit the number of attendees.

    • Provide hand sanitizer or a hand-washing station.

    • Before the event, clean and disinfect all surfaces and repeat after the event.

  • Marketing Your Event
    • Submit your event to CCE’s We the People page. Events within the program framework will be added to the We the People calendar.

    • Connect with the We the People team for logos, design advice, or to create promotional materials.

    • Submit a SpiderByte. If holding a virtual event, include a link to your virtual platform or ask for pre-registration.

    • Include a description of your event - even a brief sentence helps people understand what your event is about.

    • Social Media promotion: use the hashtag [#WethePeopleUR?], create a Facebook event and invite your friends and fellow students, share your event flier on Instagram, share a short video promoting your event.

    • Chalk the sidewalks.

    • Place eye-catching flyers in bathrooms and dorm rooms.