PLANNINGYOUR

VIRTUALEVENT

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Virtual events are a wonderful way to stay connected with the girls and offer programming at times when in-person events are challenging or not possible. They reach a wider range of girls, cost less to offer, and provide opportunities that might not be possible during in-person events. While the experience of a virtual event does differ from an in-person event, there are benefits to both formats – one is not better than another, they are simply different and should be viewed as such. This resource will provide tips, recommendations, and some general event planning resources to help ensure your virtual event is a success.

Virtual Event TipsDate & TimeBe sure to give yourself ample time to prepare for the event. It may be tempting to cut time off the 2+ month timeline, but virtual events can take just as much time as in-person events to plan. Before you set a date and time for your event, check other community and council events for any potential conflicts.

BudgetWhat is your event budget? Consider any potential budget needs to organize your event (i.e. creation of promotional materials, mailers, activity supplies). You may be able to host your event at no or low cost by applying some creativity, however, it is perfectly reasonable to charge a small fee for the event. This will not only ensure you cover the costs of running the event (any program supplies you distribute, a patch/badge, technology needed), it can also help add a level of commitment to the event you might not see if the event is free. See information below regarding program supplies.

Target AudienceWho is your target audience for the event? Key tips to consider:

☙ Daisy and Brownie virtual experiences should be no more than 1 hour. These experiences should alsoincorporate the family into the event as possible. Brownies may be able to manage the virtual format on their own for the most part, but it is recommended that a parent/guardian be nearby to assist as needed.

☙ Junior through Ambassador virtual experiences should be no more than 1 1/2 hours.

☙ Holding an event for all levels limits progression within activities unless careful thought is given to ensurethere are separate activities for the older girls and/or that there are enough volunteers to break out the group. While there are some events that would be appropriate to include Daisies – Ambassadors, the majority of events require either a separate event or separate activities/break out rooms for the various levels. For example, you would want different activities for younger girls and older girls if holding an outdoor skills event or a cookie rally so that the girls could work on skills geared towards their age and abilities.

☙ Virtual events typically have a higher no-show rate than in-person events (50% vs. around 10%). This isespecially true when the event is being offered for free. When thinking about the maximum number of girls able to attend the event, take into consideration this no-show rate.

Virtual PlatformWhen choosing a platform, think about your event needs including participant capacity, video broadcast and screen sharing capabilities, and question log management. Make sure you understand any capacity limitations for your platform so everyone you invite can join in on the fun! We use and recommend Zoom for virtual events. It is a common platform and most people have experience with Zoom. Girls can use the platform for free. We recommend using a Pro account, which can accommodate up to 100 people per meeting. If you anticipate more than 100 people, you might want to consider a higher level plan or offer multiple event times specific to the various levels.

PLANNING YOURVIRTUAL EVENT

Attendee RegistrationThere are many online registration websites and apps that Service Units have used. Some of these options include Eventbrite and Cheddar Up. Whatever platform you choose, we recommend collecting registrations AND payment (if applicable) at least 1-3 weeks in advance dependent upon supplies required. This will give you time to organize your event with final numbers in mind.

Dedicated TeamWho will help you plan the event from start to finish? Even virtual events need lots of support, consider the roles below. You may decide that you do not need ALL of these positions filled based on the scope of your event. However, in the very least we recommend having a host and facilitator(s) run the event. This will allow the facilitator(s) to focus on the content and the host to focus on the tech side of the event.

☙ Event Planning Committee: 3-5+ people who plan and execute the event.

☙ Event Chair: Leads the event planning committee in the development, planning, and execution of the event.

☙ Host: This person starts the broadcast, shares their screen, manages technical issues, monitors theaudience, and closes out the broadcast.

☙ Facilitator: Facilitates experience with audience and supports special guests; focused on program contentpresentation.

☙ Speakers/guests (optional): Presents a segment of the content or experience.

☙ Question monitor (optional): Moderates questions and makes participants feel connected.

Special Guests/PresentersWho can help bring your event to life and connect girls to real-world experiences? Consider inviting experts from the field to lead the girls in their activities and to share their experiences. For example, if hosting a STEM night, consider inviting local female engineers and scientists to present at the event.

☙ Invite local professionals and those with experience/expertise in subject matter to lead activitieswhenever possible.

☙ Having multiple presenters will help keep the girls’ interest so they are not listening and looking at the sameperson the whole time.

Marketing PlanIn order to reach all the girls your event is designed for, you may need to consider multiple platforms for communication: word of mouth, social media, email to both leaders and parents/guardians, and leader meetings. Plan to have multiple outlets for marketing as well as multiple messages sent at key times in your registration timeline.

Event Registration Kit:Consider preparing a virtual event kit girls receive after they register for the event. This kit can include items and tools to get girls and families excited to attend your event and stay engaged during it. This does NOT need to include all the materials needed for your event – see section below on program supplies. Have fun and be creative with it! For example, if your event has a theater theme, consider setting up the information like a playbill one would receive when they go to the theater.

☙ Log-in information for the virtual meeting

☙ Suggestions for using the virtual platform and any expectations (no photos or recording unless givenpermission otherwise) such as:

▶ With a parent, please take the internet safety pledge before our first meeting:https://www.girlscouts.org/en/help/help/internet-safety-pledge.html

▶ Please use your first name and last initial in the area where you can type a name.

▶ When you log in, if you would like you can choose a virtual background that you’ll use for the wholemeeting. Please do not switch back and forth. You don’t have to use a virtual background.

▶ Please keep yourself muted while leaders or other girls are talking. This will help keep backgroundnoise down.

▶ When you would like to share, please raise your hand as needed before unmuting yourself. One of ourprogram leaders can also unmute you if necessary.

▶ Please do not take any pictures or screenshots of our meeting so that everyone feels safe.

▶ Parents, we appreciate you not posting any pictures of the girls on social media.

☙ List of common household materials needed such as paper, pencils & cardboard

☙ Schedule for the event and format

☙ Lyrics to any songs you plan to sing and links to videos of those songs if possible

☙ List of presenters and a little bio on each (if available)

☙ Any pre-work that needs to be completed before the event

☙ Any post-event work such as follow-up activities with directions the girls might complete

Event Content:

☙ Events should be as hands-on as possible, just like you would have for an in-person event. For a 1 – 1 1/2 hourevent, you should have at least 3 different activities for the girls that keep them moving, both hands-on and minds-on, and engaging with one another.

☙ Content should be geared toward the target age of the event. If you have a multi-level event, we recommendhaving break out rooms specific to each level and activity.

☙ A “perfect” event is one where you realize there needs to be flexibility, adaptability, and time for the girls tobe kids! Just like an in-person event, there will be things that don’t go exactly as planned. When this happens take a breath and proceed the best you can.

Attendee Engagement:

☙ Incorporate hands-on activities and games that are tied to the theme.

☙ Actively answer questions in the question log and recognize attendees by name when answering questionsto make girls and families feel more connected to the experience.

☙ Close with a call-to-action and next steps for participants.

☙ If you have permission from ALL the participants, you may record the webinar so girls can watch later if theymiss the event at the scheduled time.

Program SuppliesMailing of program supplies adds a significant cost to your event. There are several options to avoid mailing out supplies.

☙ Whenever possible, select activities that use everyday household items the girls would most likely have athome or can easily purchase on their own. Chances are the girls would have things like paper and crayons/markers or a cardboard box. These are things you wouldn’t need to give the girls.

☙ If there are supplies that the girls might not have at home, you can create a system to distribute morespecific supplies to the girls – is there a common pick up location you could arrange like someone’s porch? Could you distribute supplies to the leaders for them to drop off with their girls? You know what would work best for your community. Decide how to get the program supplies to the girls based on what would work best for you and the girls.

Using Zoom and Engaging with GirlsWhen working with a group in-person, one often “performs” as a way to engage with the audience. While it might not come as naturally or you need to be more deliberate in your actions, methods, and presentation, it is possible to connect with the girls when meeting virtually. Here are some strategies to help bring the computer screen to life.

Using the Waiting Room Feature

☙ Set up your virtual event to use a waiting room so you can ensure everyone attending is registered for theevent. Right before the event starts begin opening up the waiting room by checking everyone listed.

☙ Let everyone in at the same time to avoid an extended wait time once the program begins.

☙ If you have a large event (more than 20 girls), you can ask everyone to log-in using the same name such assomething fun related to the event. They can then change their name after you let them in from the waiting room. This will make it easier to approve girls in the waiting room.

Event Flow & Presentation

☙ Icebreakers - Allow time for ice breakers and sharing activities to help the girls warm up to the screen andget to know one another. You can use some of the games listed below, create your own, or adapt ice breakers you might use in-person.

☙ Incorporate movement – whenever possible, have the girls move. This can be as simple as a thumbs upcheck-in throughout the meeting. However, the longer the event, the more you will want to include movement activities – games, stretches, themed yoga - these are all ways to get the girls moving throughout the event. Be creative and find ways to get the girls moving at least every 10-15 minutes.

☙ Go slow! - Activities might take a little longer virtually than they would in-person, especially if there isn’tsomeone right there with the girl(s) that can help immediately. Build in extra time for each activity.

☙ Play games – No one likes to just sit and listen to someone talk. Create simple games or activities that allowthe girls to engage with the content.

☙ As applicable, film parts of the activity directions ahead of time and then share the screen to show thevideo. This will allow the presenter to focus on helping the girls instead of focusing on giving the directions in the moment.

☙ Naturally, many of us are screen shy and want to make sure we present our best self when on the videoscreen. Here are some helpful tips to ensure you present your best self:

▶ How to look your best on video: https://www.youtube.com/watch?v=ACNGhPKnmok

▶ How to use a virtual background if you are concerned about what is seen on the video screen:https://www.youtube.com/watch?v=5Sg-XaGGl2I

Girl Engagement

☙ As possible, you can encourage the use of the chat feature. This can be especially beneficial with Junior andup who might be a little more shy/reserved on the screen.

☙ Use humor and don’t be shy about being goofy- bring your face close to the camera, use exaggeratedmovements, make silly faces, dress up in costume. If you are having fun the girls will as well.

☙ Use some of the Zoom features such as polls, whiteboard, reactions, breakout rooms, and more toencourage girl participation.

Zoom Features & Functions

☙ Screen share, share video, polls, annotating, and other tips for Zoom:https://www.youtube.com/watch?v=25Awq_v1Zms

☙ Use breakout rooms in Zoom so you can have smaller groups, especially if you have a larger event:https:/www.youtube.com/watch?v=dNCrdSnnqiU or https://www.youtube.com/watch?v=VkK5WEf6xgk

☙ You can have the breakout groups stay the same and simply switch out the presenter from one room toanother while leaving the other participants in the room (to allow for workshops to switch):

▶ Hover over the participant or presenter that you want to move to another breakout room and select“Move to Breakout room ___”

▶ Make sure the presenters know to stay in their current rooms so that you are able to move them. Give them notification that they will be moved by using the Broadcast to all feature. https://support.zoom.us/hc/en-us/articles/206476313-Managing-Video-Breakout-Rooms?mobile_site=true

☙ Whiteboard Feature - Girls can draw together, you can use it for games, write information such as questionsor clues to a game, and more. https://www.youtube.com/watch?v=jQ4-wrwHAxk

☙ Hook up iPad via a USB – This allows you to share an app, share videos, and more without having to have itall on your computer. https://support.zoom.us/hc/en-us/articles/201379235

☙ Use your phone as a second camera so you can have multiple cameras/views:https://www.youtube.com/watch?v=to3r2S6zq18

☙ Muting and unmuting: to easily mute everyone, press ALT+M (PC) or Command+Control+M (Mac)

☙ If there is background noise, but you don’t know who has the background noise, you can look at theparticipants list. Next to everyone’s name there will be a microphone icon that moves up and down based

on the volume level of each participant. This will allow you to see who has the background noise and mute that specific person if needed.

☙ When sharing your screen, there is a meeting control tab at the top of the screen that can cover the tabson your browser. To eliminate this problem, you can click “More” on the right hand side, then scroll down to select “Hide Floating Meeting Controls”, or push Ctrl+Alt+Shift+H. To get back to the meeting control tab, push “Escape”.

Games to Play VirtuallyGames are a great way to engage the girls in the program and keep everyone’s interest. Here are some basic games you can adapt to use with your specific event theme.

☙ What’s That SoundIn this guessing game, the girls need to try to guess a short sound you play. This is best as a fast-paced game.

☙ Story TellerGirls will take turns telling a story one sentence at a time. Start by muting all the girls. Share the beginning of a story, and then un-mute the girls one by one so that they can contribute 1 sentence to the story. This should be fast paced and encourages flexibility and laughter.

☙ Zoomed-In This is another guessing game. For this game, you can go low-tech and hold a picture up to the screen or use the screen sharing option. Zoom in on part of the picture and then slowly zoom out. Girls guess what the picture is as soon as they think they know.

☙ PictionaryThis classic game can easily be done virtually with either pen/pencil and paper or by using the whiteboard feature on Zoom. Girls take turns drawing a picture while the other girls guess what it is.

☙ Singing Whisper ChallengeGirls will take turns singing and acting out a song while muted (so the other girls can’t hear the one girl singing). The others try to guess what the song is. This can be a fun way to include some camp songs!

☙ Draw ItOn the count of three, everyone takes a paper plate or piece of paper, puts it on her head, and draws the stated object. Give only around 30 seconds for them to draw the picture before time is up and pens are put down.

☙ I SpyLooking at everyone’s videos, 1 player picks something they can see and says, “I spy something…. (green, round, square, etc..)”. Everyone else looks around the videos and tries to guess what the person is referring to. They can ask yes or no questions to find out more information.

Additional Resources Event Planning Timeline

2 – 3 MONTHS PRIOR TO THE EVENT

Task Person Responsible Completed

Form your event committee. Remember, to review and follow event committee guidelines.

Decide roles and responsibilities for each person in the group.

Decide on the date, time, and virtual platform of the event.

Complete initial planning of your event – format, workshops and activities, badge connections, and tech needs.

Submit your Intent to Hold an Event or Opportunity form to your Service Team Program Coordinator and your Volunteer Support Specialist at GSME.

8 – 10 WEEKS PRIOR TO THE EVENT

Task Person Responsible Completed

Develop your budget for the event. Determine how much you want to charge for the girls to attend your event.

Submit your budget to your Service Team for approval.

Develop your registration procedures.

Develop your marketing strategy for the event.

Develop a list of volunteers needed and start contacting potential volunteers.

If ordering badges, check in with the GSME Council Shop about when you will need to place your order.

6 – 7 WEEKS PRIOR TO THE EVENT

Task Person Responsible Completed

Publicize the event for registration.

Develop a written “Plan B” and cancellation plan. For a virtual event your “Plan B” should include a plan for possible internet challenges.

Continue to fill volunteer positions as needed.

4 – 5 WEEKS PRIOR TO THE EVENT

Task Person Responsible Completed

Review the event schedule and activities. Make a list of materials that will need to be distributed to the girls and/or that the girls will need to provide.

Check in with presenters and send them the information for their workshop.

Schedule event on virtual platform (if not already done). Create log-in information complete with password. Consider the use of a waiting room and how to manage the waiting room when girlssign-on.

Review event budget.

Review registration numbers. Send final reminder about registration deadline.

1 - 3 WEEKS PRIOR TO THE EVENT

Task Person Responsible Completed

Confirm final number of registrants and send out confirmations with day of event information, the number of participants attending the event, and any other information the troops will need to know about your specific event. If girls will need to provide their own materials, include the list in this confirmation.

Confirm committee members are finalizing responsibilities.

If you haven’t done so already, order badges/patches if you plan to provide them.

Notify committee and volunteers of final numbers.

Make final plans for the event. Purchase any materials needed and distribute then to the girls if doing so.

Review as a committee who will be responsible for what before and during the event.

1 WEEK PRIOR TO THE EVENT

Task Person Responsible Completed

Hold a practice session with ALL presenter(s), facilitator(s), and host to ensure technology works, required software has been installed, all presentation materials have been shared, and everyone understands both the flow of the event and how to use the virtual platform.

Schedule your wrap up meeting following your event.

DAY OF THE EVENT

Task Person Responsible Completed

Sign-in early and test audio and video with host, facilitator(s), and presenter(s).

Open the event and allow girls in from the waiting room at the start time.

Communicate expectations of the day to girls and adults. Conduct sound check and practice muting and unmuting as necessary.

Put on a great event!

Have participants and presenters complete an event evaluation.

1-2 WEEKS AFTER THE EVENT

Task Person(s) Responsible Completed

Hold a committee meeting to evaluate and celebrate the event. What went well/what will you change & review participant evaluations.

Complete and turn in the Event Final Report Form to the Service Team Program Coordinator and report final attendance to your Volunteer Support Specialist.

Complete and turn in the Event Budget Worksheet to the Service Team Program Coordinator or Treasurer.

Pay any outstanding bills.

Send thank you notes as appropriate.

Report out to Service Unit at the next Leaders’ Meeting.

Sample Event ScheduleWhile virtual events are different from in-person events, the format of the event can be similar.

TIME ACTIVITY

15-30 minutes before start timeLog-in to event. Do a sound check and performance check with host, facilitator(s), and guest speaker(s).

5 minutes before start timeStart checking the waiting room to approve attendees.

Start time (allow 3-5 minutes before you begin)Open the event for ALL attendees. Have a pre-opening activity the girls can do easily while you start (optional).

10 - 15 minutes

Opening: welcome the girls, introductions of presenters/facilitator, introduce topic, housekeeping and directions (ex: how to ask questions, muting and unmuting), recite GS Promise, ice breaker activity

45 minutes – 1 hour (can be slightly longer for older girls)

Activities broken into shorter segments to keep interest. Ex./ 3 fifteen minute activities

5-10 minutes Wrap up and closing