Virtual event FAQs

1. What platform do you use for virtual events?

We currently use Zoom for all our virtual events. We have a pro account and can also provide use of Zoom webinar if required.

2. But I’ve heard that Zoom is lacking in security, what protections are in place?

Zoom has worked hard to improve security and encryption settings. It is GDPR compliant and for all BISA meetings we use password protection, a waiting room (meaning we approve anyone who enters the meeting), can remove participants if necessary, and stop screen sharing when no slides are being used. Find out more about Zoom security.

3. My institution doesn’t allow the downloading of any new software. Will this stop me participating?

No, Zoom has a web app that you can use without downloading anything.

4.Are the events run synchronously?

Yes, for most events the speakers present in real time and attendees can participate in live Q&A. If you want to pre-record your presentation because of poor internet connection or anything else we are happy for you to do so, though the Q&A following this would still need to be live. We would need your video at least 48 hours before the event in order to get it to the event host and test it.

5. Who can attend other than the speakers/participants?

Our virtual events are open to everyone, both BISA members and non-members.

6. Do attendees have to pay to attend?

BISA virtual events are usually free for members and non-members.

7. Do attendees have to register for the event beforehand?

Yes, we have a webpage for each event and a registration system. We need this for a few reasons:

a) to monitor engagement with our events

b) we only send out the event links/passwords to people who are registered to prevent disruptions/Zoombombing.

8. Do speakers need to register too?

Yes please! This is for two reasons:

• We use the registration list to send out the joining instructions for the meeting
• If an event is being recorded, we need explicit consent from all speakers and attendees as per the rules under the General Data Protection Regulations (GDPR).

9. When will I receive my joining instructions?

The joining instructions are usually sent out just a couple of days before each event so that they don’t get lost in your inbox. However each working group does this as they see fit. There is a line in the registration confirmation email that says ‘You will be sent an email before the event containing details of how to access the meeting’ so that attendees understand they haven’t missed them.

10. What is the format of the event? How long would you like us to speak for?

At all events either the convener or a member of the BISA Executive Committee will open the event and welcome everyone. Then the host will explain the housekeeping instructions e.g. everyone should mute themselves when not speaking, use the ‘raise hand’ function to ask a question etc.

The rest depends on what has been decided by the convener and chair, however to address two common types of event:

• Roundtables - Usually our roundtables last 90 minutes with each participant speaking for about 10 minutes, followed by discussion and Q&A. Some conveners prefer to reduce this to 60 minutes, in which case speakers can cut down to 5 minutes per person. Speakers may find it helpful if the chair gives them a specific question(s) to answer, but this will be decided between the chair and convener.
• Webinars – These usually last no more than 1 hour, with at least 15 minutes for questions at the end.

11. Can we use slides?

Yes. You will be able to share your screen to show and move along your slides. It is helpful however if you also send these to your convener or someone else who will be at the event so that they can share the slides on your behalf in case of any technical glitches. You can also show video, images etc.

12. Will it be possible for speakers to sign in shortly before the session to settle in?

Yes, your event host should ‘arrive’ in the Zoom room at least 15 minutes before the event. This means you can join the meeting early and test your microphone, video, and anything else you need. Please do this promptly 15 minutes before the event, otherwise you will have an audience.

13. Who will moderate the event?

The chair should manage the panel (e.g. keeping people to time) and monitor the raising of hands/questions being asked via the chat function. The event host will deal with any technical issues or disruptions that may arise, let attendees into the Zoom room, and make a note of attendance.

14. Can attendees who are not speakers interact or participate in any way?

The non-participant attendees can ask questions or make comments in the Q&A portion of the event. Some speakers also give them activities to do, or ask them to participate in the chat.

15. Will the event be recorded?

Some events are recorded, but most are not. If there is nothing in the registration form about the event being recorded then it won't be as explicit consent is required.

If you are in any doubt, and don’t wish your event to be recorded, please let the event convener know in the first instance.