Tips for a Successful Virtual Event
Step 1: Select a date and time that are likely to work well for most of your target audience.
- Determine that any desired presenters and senior staff members are available at the chosen time.
- Check the Events Calendar on De Anza's website for conflicting events.
Step 2: Determine the format. Be sure that the format you are considering – whether in-person, Zoom meeting or webinar, or something else – is appropriate for the nature and goals of your event. Confirm that the technology and format you are using also has enough capacity for your event.
- College employees have access to a licensed Zoom account that allows for meetings of unlimited length with up to 300 participants. You can request a licensed Zoom account through MyPortal.
Spread the Word
Step 1: Start online! As soon as you have the date, time and format confirmed, use the Tell Us form to submit your event for posting on the college website Events Calendar. (If you frequently host events, contact the Communications Office to arrange access so you can post items yourself.)
- Be sure to include a contact name (and phone, email or both) for more information.
- Whenever possible, include a photo or image in your post. A flyer is not necessary.
- Double-check details like dates, times, names and spelling.
- Don't forget to update the posting if the event is canceled or for any changes in date or time. Notify the Communications Office to have your calendar listing edited.
Posting on the Events Calendar gets your event listed in several locations on the college website. In addition, the Communications Office checks the Events Calendar for activities to promote on the college website, social media and the weekly Quick Notes email to all students and employees.
Step 2: Invite colleagues and other contacts as soon as possible.
- Send invitations via both email and Outlook calendar invitation. If you hold events regularly, create an Outlook group list to use for future invitations.
- Include all managers on an invitation to a large event and request that they forward details to their staff, department or division.
- Contact the President's Office at firstname.lastname@example.org to ensure that all senior staff members are notified of the event.
Step 3: Contact the Communications Office by emailing email@example.com if you'd like additional help with promotion. Depending on the timing, type of event and other workload, the Communications Office may be able to assist with
- Creating an event webpage
- Promoting on social media and other platforms
- Notifying local news media
For a new webpage, please fill out our easy-to-use Project Request form.
For social media or other promotion, send an email to firstname.lastname@example.org with details including:
- Name of event
- Start and end time
- Cost of admission, if any
- Format (i.e. Zoom meeting or webinar, YouTube, etc.)
- Event organizer and any sponsors
- Organizer contact – please provide name, email and phone number
- Photo – if you have a high-resolution image in .jpg or .png format that might be used for promoting the event.
You can also submit this information using the Communication Office's Tell Us form.
Step 4: Post an announcement on your own department or program webpage.
Step 5: Encourage faculty members to invite their classes or give extra credit for student attendance, if appropriate.
Step 6: Announce your event at department or governance group meetings, and to other relevant groups or classes.
Step 7: Contact La Voz at email@example.com about a listing in the newspaper calendar, requesting news coverage or purchasing an advertisement.
Step 8: Consider creating a Facebook event page for a large event with sufficient lead time. Use the information listed in Step 3 above.
If you cancel or change your plans, immediately notify the Office of Communications and all invitees.
Please submit a Communications Office Project Request if you need assistance with a communications project, such as
- Creating a webpage or making extensive changes to an existing page
- Designing and printing brochures, flyers or posters
- Developing a publicity campaign
- Planning a large or complex event