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Online conference for 3 days and 500 people

 

Hi All,

I offer to share lessons learned from hosting this 72-hour, which is happening now.

I'll give a live fly-over tour today at 10am Pacific / 1pm Eastern / 6pm UTC / 7pm CET.??
You are invited to .? I'll post a recording there if you cannot attend.

We are using QiqoChat to integrate Zoom?+ Google Docs plus other tools like PDFs and Google Drive.? There was also discussion on this list about tools like Wonder and SpatialChat which allow people to move around on the screen to mingle like they would be able to do in the hallway of a conference.? We are using SpatialChat so you can see it in action.

Lucas Cioffi
Lead Software Engineer, QiqoChat
Scarsdale, NY
917-528-1831
Re: Zoom registration #facilitation

 


--HEllo
Here is a quick work around.
Teach everyone to change their name under their video vignette. This is really nice because sometimes what we see is a generic name or email or "iphone".
Then launch a poll in zoom.
1 question : does everybody hear/see me well ? os something basic to test the POLL.
Ensure that all participants answer the question.

Export de POLL REPORT after the meeting as a CSV file.
You will see the name of everyone and their answer.
Here is your attendance list.

Warning.?
Make sure you use the POLL also at the end for the session evaluation.
Here is your confirmation list for those who attended the whole session.
Bonus : feedback on the session.

Keep interacting

Francois Lavallee , M.Sc.
Organizational biologist
Re: Zoom registration #facilitation

 

Hello?Pete,

QiqoChat is an affordable Zoom wrapper ($3.40/person for a 4-hour workshop) that can help with these challenges.

1. You can .
2. Then go back to edit it and in the yellow "Security" section, you can send custom invitations, each person getting a personalized link so they can sign in without having to enter a password.
3. Some people will have the email get caught in their employer's spam filter, so you can also send a guest access link which will only let them get in if they have an email address that you have already invited.

Then when your participants join the Zoom meetings in your Qiqo event, you'll have access to the data of how long each person spent in each breakout space.? On Qiqo, each breakout space is connected to a full Zoom meeting (even with Zoom breakouts inside if you need them).

Here is the link to our ?if we can be of?service.

Lucas Cioffi
Lead Software Engineer,?
Scarsdale, NY
917-528-1831


On Thu, Dec 10, 2020 at 6:18 PM John Sechrest <sechrest@...> wrote:
It is important to know that getting a "google account" and getting a Gmail account are actually different things.?

People can bind any email address to a password and put that into google without it creating a gmail account.?



On Thu, Dec 10, 2020 at 1:14 PM Pete Sparreboom <p@...> wrote:

Hi Mila,

?

Thank you for your suggestion to use Google Forms. We are looking to create a registration form, on which people indicate their personal data including their email address. To be able to complete a Google Form with a question relating to people¡¯s e-mail address, they have to log into Google first. Apparently this is an anti-phishing measure. Now¡­

?

Asking people to log in to Google is a major obstacle for our target group in Central Africa. This week we asked participants to do group exercises on Google Sheets, and only half of them managed to sign in to these sheets. Fortunately we had already built that in to the exercise, by suggesting that one of the group members who did manage to open the Google Sheet share their screen.

?

One reason why people may not manage to sign in to Google is that they do not have a Gmail account (yes there are also other reasons). In principle, we could of course ask people to create a Gmail account before the event. However, given that participants are not aware of the importance of the event before it happens (the awareness building happens during the event), this additional requirement might keep them from participating altogether.

?

This is the reason why I wrote in my original question: use of Google Forms is out of the question.

?

Let me rephrase my central question:

?

How to make sure that only registered people participate? Zoom¡¯s registration function is designed in such a way that our target group will not find the link to the workshop that is buried in the very long and confusing automatic confirmation e-mail.

?

Thank you!

?

Pete



--

JOHN SECHREST
Founder,?Seattle Angel Conference
TEL??(541) 250-0844? ??EMAIL??sechrest@...

?
@sechrest
Re: Zoom registration #facilitation

 

It is important to know that getting a "google account" and getting a Gmail account are actually different things.?

People can bind any email address to a password and put that into google without it creating a gmail account.?



On Thu, Dec 10, 2020 at 1:14 PM Pete Sparreboom <p@...> wrote:

Hi Mila,

?

Thank you for your suggestion to use Google Forms. We are looking to create a registration form, on which people indicate their personal data including their email address. To be able to complete a Google Form with a question relating to people¡¯s e-mail address, they have to log into Google first. Apparently this is an anti-phishing measure. Now¡­

?

Asking people to log in to Google is a major obstacle for our target group in Central Africa. This week we asked participants to do group exercises on Google Sheets, and only half of them managed to sign in to these sheets. Fortunately we had already built that in to the exercise, by suggesting that one of the group members who did manage to open the Google Sheet share their screen.

?

One reason why people may not manage to sign in to Google is that they do not have a Gmail account (yes there are also other reasons). In principle, we could of course ask people to create a Gmail account before the event. However, given that participants are not aware of the importance of the event before it happens (the awareness building happens during the event), this additional requirement might keep them from participating altogether.

?

This is the reason why I wrote in my original question: use of Google Forms is out of the question.

?

Let me rephrase my central question:

?

How to make sure that only registered people participate? Zoom¡¯s registration function is designed in such a way that our target group will not find the link to the workshop that is buried in the very long and confusing automatic confirmation e-mail.

?

Thank you!

?

Pete



--

JOHN SECHREST
Founder,?Seattle Angel Conference
TEL??(541) 250-0844? ??EMAIL??sechrest@...

?
@sechrest
Re: Zoom registration #facilitation

 

Hi Mila,

?

Thank you for your suggestion to use Google Forms. We are looking to create a registration form, on which people indicate their personal data including their email address. To be able to complete a Google Form with a question relating to people¡¯s e-mail address, they have to log into Google first. Apparently this is an anti-phishing measure. Now¡­

?

Asking people to log in to Google is a major obstacle for our target group in Central Africa. This week we asked participants to do group exercises on Google Sheets, and only half of them managed to sign in to these sheets. Fortunately we had already built that in to the exercise, by suggesting that one of the group members who did manage to open the Google Sheet share their screen.

?

One reason why people may not manage to sign in to Google is that they do not have a Gmail account (yes there are also other reasons). In principle, we could of course ask people to create a Gmail account before the event. However, given that participants are not aware of the importance of the event before it happens (the awareness building happens during the event), this additional requirement might keep them from participating altogether.

?

This is the reason why I wrote in my original question: use of Google Forms is out of the question.

?

Let me rephrase my central question:

?

How to make sure that only registered people participate? Zoom¡¯s registration function is designed in such a way that our target group will not find the link to the workshop that is buried in the very long and confusing automatic confirmation e-mail.

?

Thank you!

?

Pete
Re: Zoom registration #facilitation

 

I have used both Eventbrite and as mechanisms on the front end of a meeting to gather contact information.?

You have to hand tune the configuration for each to make that work.?

In the end, I end up sending notes by email as reminders of how to get in anyway.?

Event when the link is right on the page, people can not find it.?

If you are not charging, a simple google form can work.?

To keep the "unregistered" from coming in, so that you always get an email for everyone, you will have to make the link shareable?in some way.?
When you use a tool like Remo, it allows you to have a "private" meeting, which means that only people who have an email registered can get in.?

this likely will reduce the number of people in your event.

Another way to do this is to set up a two step process, where a generally shareable link is distributed far and wide, and then when you get to the first step(from that link), you think have them go through a registration/confirmation process, which only hands them the actually video link after they have registered/been confirmed.?

Ideally, you would like to use something like google authentication or linkedin authentication and then let an app collect the email address as they come in. Likely that is too technical for the audience you are connecting with.?

IE, they don't have google nor linkedin memberships.?

You might consider what kind of long tail communications you want to maintain. If you set up a slack or discord channel for before and after the event, you can collect emails out of those channels. Again, likely too much overhead for most people.?

The simple path would be to put the google form before the zoom link and then put the zoom link in an email and in a registration completion page so that they can get it that way. However, this does not resolve the shared link with no registration problem.?



On Thu, Dec 10, 2020 at 2:37 AM <p@...> wrote:

Hello colleagues,

We are trying to solve a problem with a large meeting for 6 countries in Central Africa. For a number of upcoming Zoom meetings, we need to submit a complete list of participant names and emails to our client, after the meeting.

During our last meeting we found that the list of confirmed participants received from the client had nothing to do with the actual people that participated (50% did not turn up and 50% of unregistered people participated). During the meeting, we asked participants to send us their email on chat or via email. We only had a 66% success rate with that.

Zoom has a registration function, which should be the solution, but it is not. When people register;

- They receive the link on screen. Given that they will normally register before the event, they then need to copy the link and keep it somewhere. This is cumbersome.

- They can receive a confirmation e-mail. However, the standard e-mail is much too complex for the level of computer literacy in the region. Unfortunately, it cannot be modified. See image below or attached.


As a workaround, we are thinking of having people register via SurveyMonkey (Google forms out of the question). This allows us to design our own confirmation e-mail. This confirmation e-mail will:

- encourage people to share the Survey Monkey registration link with any colleagues that wish to join, and

- tell them that registered participants will receive a zoom link at 3am on the morning of the actual meeting.


Of course, this strategy is not watertight ¨C they can still share the actual zoom link among themselves on the morning of the meeting.


Has any of you dealt with these issues, and have you found any better solutions? Please remember: we need a solution that is adapted to very low computer literacy.


Thank you!



--

JOHN SECHREST
Founder,?Seattle Angel Conference
TEL??(541) 250-0844? ??EMAIL??sechrest@...

?
@sechrest
Re: Zoom registration #facilitation

 

Hi Pete (Payta)

What about using Google Form?? It's quite simple and low tech.?

You can design the form that they can either click on the google form link or access it via their email directly as a google form. It will automatically submit the answers into your google form.
And make all of the answers mandatory so they can't skip any form box , especially to register with their emails.

Good luck.


On Thu, Dec 10, 2020 at 11:12 AM Pete Sparreboom <p@...> wrote:
Apologies, I see my name was not showing on the message with my question about Zoom registration.

This is a message from Petronella Sparreboom. My dear (Dutch) parents abbreviated that to Pete, pronounced "Payta". Very confusing for native English speakers - am a she!

Pete Sparreboom
Digital Catalyser ¨C Director, PHB Academy

Whatsapp: +33 677 817563
Skype: petesparreboom
Re: Zoom registration #facilitation

 

Apologies, I see my name was not showing on the message with my question about Zoom registration.

This is a message from Petronella Sparreboom. My dear (Dutch) parents abbreviated that to Pete, pronounced "Payta". Very confusing for native English speakers - am a she!

Pete Sparreboom
Digital Catalyser ¨C Director, PHB Academy

Whatsapp: +33 677 817563
Skype: petesparreboom
Zoom registration #facilitation

 

Hello colleagues,

We are trying to solve a problem with a large meeting for 6 countries in Central Africa. For a number of upcoming Zoom meetings, we need to submit a complete list of participant names and emails to our client, after the meeting.

During our last meeting we found that the list of confirmed participants received from the client had nothing to do with the actual people that participated (50% did not turn up and 50% of unregistered people participated). During the meeting, we asked participants to send us their email on chat or via email. We only had a 66% success rate with that.

Zoom has a registration function, which should be the solution, but it is not. When people register;

- They receive the link on screen. Given that they will normally register before the event, they then need to copy the link and keep it somewhere. This is cumbersome.

- They can receive a confirmation e-mail. However, the standard e-mail is much too complex for the level of computer literacy in the region. Unfortunately, it cannot be modified. See image below or attached.


As a workaround, we are thinking of having people register via SurveyMonkey (Google forms out of the question). This allows us to design our own confirmation e-mail. This confirmation e-mail will:

- encourage people to share the Survey Monkey registration link with any colleagues that wish to join, and

- tell them that registered participants will receive a zoom link at 3am on the morning of the actual meeting.


Of course, this strategy is not watertight ¨C they can still share the actual zoom link among themselves on the morning of the meeting.


Has any of you dealt with these issues, and have you found any better solutions? Please remember: we need a solution that is adapted to very low computer literacy.


Thank you!

Zoom Meeting Registration confirmation e-mail.PNG

alternatives to google suite?

 

Hi all,
We use Google Docs, Jamboard, and Slides as great collaborative tools in facilitating online meetings. Some collaboratives have members that are not allowed to use/join/edit google products.

Do any of you use alternatives that are as easy to use as google (in particular free, accessible with the click of a link)?

I am familiar with tools like Mentimeter and sli.do which allow some open ended typing/sharing. But that still isn't quite the same functionality as taking and sharing notes together.

Thanks in advance!
Sarah??
Re: online work party ideas please

 

¿ªÔÆÌåÓý

Thank you, Julian! That is very generous.

I have to say that what you are doing with the new MaestroConference roll-out is amazing (I know the VoiceVoice experience you¡¯re talking about isn¡¯t exactly the same and?I don¡¯t know if VoiceVoice is part of it or not, but?it seems like there may be some overlaps with the ability to pre-design a process for breakouts in the new MaestroConference platform? or is it entirely different?).?

In either case, I do think the new MaestroConference platform could be a major game-changer for our field, just like it was when the original platform was launched way back in what - 2008? 2009?

Thanks for being there.

Amy



On Dec 9, 2020, at 5:05 PM, Julian Martinez <Julian@...> wrote:

Michelle, your question reminded me of a small group video conversation experience we created a couple years ago- and though timing may not work for you now, if you (or anyone else in this community) is exploring options for unique. virtual holiday gatherings, here's what we produced (note: this is meant for illustration only- if folks are interested, we can update/refresh and potentially offer some basic customization for a handful of individual members of the f4c community).?

During the holidays a couple years ago, we created a short (~30 minutes), fun, "get to know each other", choose your own journey-type, small group video conversations. The stated purpose (when we originally shared it) was to?connect with others during the holiday season?through interesting questions posed via our platform - and we invited people to bring friends they want to connect more deeply with, or come meet new people from our?community.

We also offered to create complimentary, private versions for folks if there was a group you¡¯d like to connect with e.g. for a?virtual family reunion, class reunion, or virtual industry group meetup.?

If you'd like to see what it originally looked like, here's the link to the experience ?(anyone can jump in at any time either solo or with others by clicking on that link).

Again, that link is currently only meant to illustrate the concept- our plan is to dust it off and refresh the conversation for this year's holiday season, and once it's updated, we'd offer it to different communities (or if you'd like to customize it, we can offer some custom, private versions for the f4c community members).??

---

Julian Martinez
?
COO/Marketing Director @???
COO/Co-Founder @?
Mobile: 650.799.7557
?
?


--


.o0o.
Amy Lenzo |?weDialogue
Virtual Space, Real?Engagement
amy@...?| www.wedialogue.com
Re: online work party ideas please

 

Michelle, your question reminded me of a small group video conversation experience we created a couple years ago- and though timing may not work for you now, if you (or anyone else in this community) is exploring options for unique. virtual holiday gatherings, here's what we produced (note: this is meant for illustration only- if folks are interested, we can update/refresh and potentially offer some basic customization for a handful of individual members of the f4c community).?

During the holidays a couple years ago, we created a short (~30 minutes), fun, "get to know each other", choose your own journey-type, small group video conversations. The stated purpose (when we originally shared it) was to?connect with others during the holiday season?through interesting questions posed via our platform - and we invited people to bring friends they want to connect more deeply with, or come meet new people from our?community.

We also offered to create complimentary, private versions for folks if there was a group you¡¯d like to connect with e.g. for a?virtual family reunion, class reunion, or virtual industry group meetup.?

If you'd like to see what it originally looked like, here's the link to the experience ?(anyone can jump in at any time either solo or with others by clicking on that link).

Again, that link is currently only meant to illustrate the concept- our plan is to dust it off and refresh the conversation for this year's holiday season, and once it's updated, we'd offer it to different communities (or if you'd like to customize it, we can offer some custom, private versions for the f4c community members).??

---

Julian Martinez
?
COO/Marketing Director @???
COO/Co-Founder @?
Mobile: 650.799.7557
?

?
Re: online work party ideas please

 

Sarah,?
The idea of an escape room is amazing and I was really excited for this.?
My first learning to share is they are popular. You must book in advance! Alas, I am now diving into ideas that require more prep given they seemed to be booked during our team meeting. Gillian - I will check out your blog post.?

I will share what I come up with. However, if someone has the luxury of planning for the future - escape room looks awesome!?

Wish me luck,?
Michelle

--
Michelle Laurie
michellelaurie.com
Strategy-Assessment-Engagement-Faciltation
Re: Running Large Group Facilitation at a Conference #facilitation #meetingdesign

Jason Diceman
 

¿ªÔÆÌåÓý

Hey Bill and all

?

From my GroupMap.com is one of the most affordable options for highly flexible, good usability online meeting tools with idea rating.? Others like ? powernoodle.com and cost much more.

?

Here is a free tool for idea rating: http://consider.it

They recently added secret-voting options (at my request).

?

Let me know what you think!

?

Jason Diceman

Sr. Public Consultation Coordinator

Public Consultation Unit, PPF&A

?

?
Re: Running Large Group Facilitation at a Conference #facilitation #meetingdesign

 

Steep learning curve indeed.
I find that Trello does the job and is quite easy to understand
--
Francois Lavallee , M.Sc.
Organizational biologist
Re: Running Large Group Facilitation at a Conference #facilitation #meetingdesign

 

i use trello
--
Francois Lavallee , M.Sc.
Organizational biologist
Re: Running Large Group Facilitation at a Conference #facilitation #meetingdesign

 

¿ªÔÆÌåÓý

Thanks Jason.? It looks like an intriguing option but the pricing is just onerous for the pattern of meetings I facilitate.? I wish there was more flexibility in the model.

?

Bill Potapchuk

he/him/his

Community Building Institute

703.425.6296 office

703.431.9943 cell

bill@...

?

From: [email protected] <[email protected]> On Behalf Of Jason Diceman
Sent: Monday, December 7, 2020 9:06 AM
To: '[email protected]' <[email protected]>
Subject: Re: [f4c-response] Running Large Group Facilitation at a Conference

?

I found the learning curve for a simple and well explained GroupMap.com exercise was easy and reliable.

It can also scales up to large numbers of participants and ideas much better than virtual whiteboard based tools (eg Miro, Mural) which start to get cluttered and overwhelming with 'too many sticky notes'.??

?

I use a simple model:

  1. Individual or small group brainstorm (minimal categories/columns)
  2. Ideas sorted by 'random per participant' and invite them to rate as many as they can using a simple 5 point agreement scale.
  3. Review results, sorted by priority of collective average agreement

?

You will reliably find many points of consensus!? Much more useful than just an un-prioritized laundry list of comments.

?

There are LOTS more complicated options and features you could use, but with large groups using the tool for the first time, this model is very reliable with minimal explanation and no training or experience required. The interface is intuitive and effective.

?

I also like to use GroupMap for doing a survey of participants right off the top, and collectively review results, to give an instant bulk "Who's here" exercise.

?

Again I'm not affiliated with GroupMap ¨C just a fan.

?

?

Jason Diceman

Sr. Public Consultation Coordinator

Public Consultation Unit, PPF&A

?

?
Re: Running Large Group Facilitation at a Conference #facilitation #meetingdesign

 

I've participated in many events using Google Docs or Google Slides, and while they are very useful and fairly simple for users to maneuver, Google tends to get VERY bogged down with more than 30-40 people in one file and sometimes stops working altogether.? To work around that, I would suggest creating multiple Google Slide?files?(prepopulated with several slides and sticky notes), enough that each Google Slides file has only 30-ish people using it at any one time.? You'll want to have a Google Doc?as a reference with links.??The reference Google Doc could say something like this:

Based on the topic room that you're in, enter your information in the Google Slides file based on your last name.??
? ? ?Topic Room 1:? Use these Google Slides if your last name begins with ...
  • A-L [provide link]
  • M-Z [provide link]

? ? ?Topic Room 2: Use these Google Slides if your last name begins with ...
  • A-L [provide link]
  • M-Z [provide link]
Note that if you have, say, 100 people in a room, you'd want to have four Google Slides for that room.? So you could split the alphabet four ways (A-F, G-L, M-R, S-Z) and have four files, or however the split needs to be.

Then after everyone enters their insights in their room/alphabet file, you could give some time for them to browse the other files if they'd like.? Then you could harvest any themes using chat or 1.2.4.All, etc.

Hope that helps!
Re: Running Large Group Facilitation at a Conference #facilitation #meetingdesign

Jason Diceman
 

¿ªÔÆÌåÓý

I found the learning curve for a simple and well explained GroupMap.com exercise was easy and reliable.

It can also scales up to large numbers of participants and ideas much better than virtual whiteboard based tools (eg Miro, Mural) which start to get cluttered and overwhelming with 'too many sticky notes'.??

?

I use a simple model:

1.?????? Individual or small group brainstorm (minimal categories/columns)

2.?????? Ideas sorted by 'random per participant' and invite them to rate as many as they can using a simple 5 point agreement scale.

3.?????? Review results, sorted by priority of collective average agreement

?

You will reliably find many points of consensus!? Much more useful than just an un-prioritized laundry list of comments.

?

There are LOTS more complicated options and features you could use, but with large groups using the tool for the first time, this model is very reliable with minimal explanation and no training or experience required. The interface is intuitive and effective.

?

I also like to use GroupMap for doing a survey of participants right off the top, and collectively review results, to give an instant bulk "Who's here" exercise.

?

Again I'm not affiliated with GroupMap ¨C just a fan.

?

?

Jason Diceman

Sr. Public Consultation Coordinator

Public Consultation Unit, PPF&A

?

?
Re: Running Large Group Facilitation at a Conference #facilitation #meetingdesign

 

Michael

The sub-groups were left to determine how they used their 30 minutes together.? The guiding instruction was to attempt to scan the output generated thus far on the other 6 topics and attempt to discuss 3 and add/build where they wanted.

Each subgroup had a volunteer scribe and another volunteer process keeper: ensuring they remained in generative dialog and managed their available time.

I visited each subgroup to see how they were doing.

7-8 people per subgroup.

Total session was 2 hours.? A later breakout session - they were put in random?groups.? One person shared the discussion?output in plenary and my tech/admin support captured the outputs on a Mural board that I had set up before the workshop.? They enjoyed the visual and dynamic nature of this, and it worked for a single inquiry with 8 x 1 minute plenary sharings with 1 person capturing the output.

The outputs were important as a collective effort towards more work on these topics, and in these sessions the depth & quality of the dialog was most important.

Happy to answer more questions.

Best
Sian



Sian Madden MSc OD, CPF
Organization Purpose, Experience & Development for an Emerging Future
Phone: USA+443-871-5102
Facilitation impact gold award 2020?




On Sun, Dec 6, 2020 at 5:34 PM Michael Goldman <goldman@...> wrote:
Hi Sian. Thx for your input. Question: for the second round was each group roughly taking 5 min. each (30 minutes in total) to discuss the remaining six topics? Was there a facilitator per group or just a scribe? How did they quickly determine which 3 ideas to focus on to do a deep dive? What was the number of people per sub-group?
Thx in advance for responding to so many questions!
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