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People will join at the start time, so give 2-3 min to allow for this. Have a notice on screen letting people know when the session will start (so early people don't think its running late)

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People should be clear on how to join, when to join and what they experience when they do.

Clear contact/instructions in case of problems arising

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When people join have slides/videos/music playing to show the meeting is active but hasn't yet begun.

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Ethical understanding and approval as well as consent for recording.

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The meeting must be set up securely: passwords, waiting rooms, automatic mutes, control of screen share and file sharing permissions.

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Organisers should have a run through testing kit, tech and processes.

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What happens if something goes wrong. There should be a backup plan or instructions.

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Tell people how the meeting will run and what they can expect. Give clear instructions on how they can interact with you and each other. You may want to refer to a Code of Conduct. Tell people if you'd like cameras/mic on or off.

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Have you planned a format and time that will be accessible to your participants. Use captions/subtitles and a sign language interpreter

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Ensure each of the organisers knows their role eg reading out questions or letting people in from the waiting room. Allow organisers to focus on just one or two tasks at a time.

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For smaller meetings invite people to introduce themselves.

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If you have permission start recording. Explain again the purpose of the recording, who will have access to it and what its purpose is.

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Provide clear instructions, both verbal and written.

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Ensure all participants feel comfortable and able to share. Some may prefer to type rather than speak.

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Schedule breaks to avoid screen fatigue.

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Have participants experience something different every 10 minutes. Change in speakers/video/discussion/quiz there should be a range of interaction methods

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Use polls in larger rooms to give people a voice and keep them engaged with the discussion.

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Use breakout rooms to allow everyone's voice to be heard. Ensure that each room has a nominated facilitator to focus the discussion and to feed back to the main room.

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Have clear signposting to what the next steps are. Are there more events? Is there somewhere people should go for more information? Who can they contact if they have questions?

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What do you want people to do as a result of the interaction? Always leave them with a clear action request.

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Thank participants and organisers. Make sure everyone's contribution is recognised.

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Leave open space at the end for questions and comments from participants.

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Run a poll or a quiz to evaluate how people are feeling immediately after the intervention.

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Run a poll to find out who is in the room and how they are feeling. This can be used to set focus for the meeting or as pre-evaluation data.

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Share slides, videos, resources and links with participants (were permission allows)

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Produce a summary report of what happened. Good points, bad points and ideas for future improvement.

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Go back to participants for their thoughts and feelings about the intervention and the topic.

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Have a word document with all links and important messages written on it for easy copy-paste

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Set up closed captions and paste instructions to attendees in the chat box about how to use them.

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Have participants actively engage with the material