Virtual program ideas and best practices
Sep 1, 2020As we adjust to the profound changes we’re experiencing due to COVID-19, we’re finding new ways to connect with our fellow Buckeyes. We’ve included some ideas here for Category 1 events, which provide continued engagement as we prioritize safety.
Beer Tasting with Platform BreweryCheer and Brutus Alumni Society Read step-by-step guidea. The society contacted a local brewery who had operations in Cleveland, Columbus, and Cincinnati. Alumni were given instructions on how to order the beer that was delivered directly to each person’s home by Platform. Alumni were then sent a Zoom link for the beer tasting and how the beer was made. b. How to do this for your group: i. Look for a local brewery that offers delivery and pickup of beer ii. Reach out via their preferred contact method found on website iii. Ask if they have a staff person who would be willing to do a virtual beer tasting with members of your group iv. Ask brewery if they have the capability to manage the Zoom/Video c. If brewery cannot manage the Zoom/Video, your group can host via your own Zoom/Video account, or you can request help from OSUAA d. Contact – Tina Provost e. Category 1 Event Type – Lifelong Learning or Special Interest |
Annual Membership Meeting with speaker Joe Blundo from the Columbus DispatchOhio State Retirees Association Society Read step-by-step guidea. The Society hosted their annual membership meeting via Zoom and invited editorialist Joe Blundo from The Columbus Dispatch to be their featured speaker. b. Staff from the Alumni Association executed the Zoom Webinar and hosted a dress rehearsal for all with speaking parts c. Contact – Meg Teaford & Jerry Dare d. Category 1 Event Type – Lifelong Learning or Special Interest |
The importance of Wearing a Mask Webinar featuring Dr. David CohnCheer and Brutus, Vet Med and Men’s Glee Club Alumni Societies Read step-by-step guidea. Societies contacted a leading medical professional at the Wexner Medical Center who presented facts about the importance of wearing a mask during a pandemic and then took questions from the participants. This type of virtual event is ideal for partnering with other groups to bring relevant and engaging information to a wider audience of alumni. b. How to do this for your group: i. Collaborate with your group/s to decide which speaker/topic is of interest and potential dates and times. Consider an event date at least 30 days out. ii. Request the speaker – keep in mind alumni from your community who you can engage or existing relationships you can leverage. iii. Once the speaker, date and time for the event are confirmed, submit a request via Workfront to request an email to promote the event and virtual event support. Select “Yes” under the “We would like assistance from the OSUAA Events team to plan this virtual event.” c. Category 1 Event Type – Health and Wellness, Lifelong Learning or Special Interest |
Virtual Trivia NightAlumni Clubs of Los Angeles and Phoenix Read step-by-step guidea. The clubs contacted a local trivia host who moved their trivia work to a Zoom experience b. The local trivia host had their own Zoom account and was able to put teams into breakout rooms c. Attendees were invited via email, group newsletter, Instagram, Facebook, Twitter, and the group’s webpage d. Attendees could join in groups of four or be randomly assigned to a group e. The winning team won gift cards, which were virtually delivered to each member of the winning team f. How to do this for your group: i. Reach out to local trivia hosts • Many restaurants and bars host trivia nights and would have contact information for their trivia host • Major trivia companies have local hosts and may have one in your area ii. Ask trivia host if they have the capability to manage the Zoom/Video and breakout rooms iii. If the trivia host cannot manage the Zoom/Video, your group can host via your own Zoom/Video account, or you can request help from OSUAA iv. Get together items for winning teams g. Category 1 Event Type – Lifelong Learning or Special Interest |
Virtual Yoga ClassAlumni Clubs of Los Angeles Read step-by-step guidea. The club contacted a yoga instructor who was able to move their class to a Zoom experience b. The instructor had their own Zoom account and shared links with the group for the class c. Attendees were invited via email, group newsletter, Instagram, Facebook, Twitter, and the group’s webpage d. Attendees could keep their video on or off, but followed along with the instructor’s directions e. How to do this for your group: i. Reach out to local yoga instructor • Many yoga instructors have moved their work online and may be very comfortable with this opportunity • You may have a member who is an instructor and they may be a great option to lead the class! ii. Ask yoga instructor if they have the capability to manage the Zoom/Video and breakout rooms iii. If the yoga instructor cannot manage the Zoom/Video, your group can host via your own Zoom/Video account, or you can request help from OSUAA f. Category 1 Event Type – Health and Wellness, Lifelong Learning or Special Interest |
Diversity and Inclusion PanelAlumni Clubs of Los Angeles Read step-by-step guidea. The club reached out to Stephen Francis, an alum and Diversity and Inclusion trainer and consultant, and connected with fellow Buckeyes Jim Jackson and Maurice Hall, who both live in Los Angeles, to be panelists to discuss how their lives have been shaped by making spaces more diverse. Executive Board member Urvi Sutariya also shared her experiences. b. OSUAA hosted the panel via our CarmenZoom and the Alumni Club of Los Angeles took advantage of all OSUAA’s support for virtual events c. Attendees were invited via email, group newsletter, Instagram, Facebook, Twitter, and the group’s webpage d. The group chose to do a meeting style event, where all attendees could be seen. This type of event will also work well as a webinar, where OSUAA can support the technology for your group. e. How to do this for your group: i. Reach out to a Diversity and Inclusion Instructor or Consultant ii. Someone in your club or your area may have expertise they can share with your members iii. You can check out the OSUAA Speaker’s List for possible presenters • Having board members or group members as panelists is a great way to get to know more members and give group members the opportunity to iv. If your group wants to host an event with your own Zoom/Video tool, that works, and you will handle getting attendees signed up and share the link with event access for them v. We suggest you request help from OSUAA f. Category 1 Event Type – Diversity and Inclusion or Lifelong Learning |
Lunch & Learn: Dr. Jim Harris – Pandemics, Past and Present: Lessons we learned from 1918Alumni Clubs of Richland County Read step-by-step guidea. The club invited Dr. Jim Harris, Professor of History, to discuss the course of the 1918-19 flu pandemic in order to provide a historical perspective on what can learn from pandemics past, as well as the ways COVID-19 presents wholly new public health challenges. b. How to do this for your group: i. Identify a day that your group would like to host this event. As a best practice, we recommend selecting up to 4 possible dates and times to best accommodate your group based on speaker availability ii. Submit a request for Dr. Jim Harris through the the OSUAA Speaker’s List iii. Determine how your group will accept pre-registration for the event (Registration will be collected by OSUAA if your group utilizes virtual event support) iv. After receiving confirmation of date and time for event, submit a Workfront Request for communications and virtual event support. If your group does not want virtual event support from the OSUAA, your group can also host the event on your own Zoom account c. Category 1 Event Type – Lifelong Learning, Special Interest or Wellness d. Contact – Jay Fox (Jay Wachs) and Kayla Garrabrant |
Learn How to Make a Face MaskAlumni Clubs of Delaware County Read step-by-step guidea. Each Buckeye who registered for the event received a kit mailed to them with the fabric and materials needed to make their mask. It included a no-sew option for those without sewing materials at home. b. How to do this for your group: i. Research to see if there is a person in your region who is knowledgeable on how to make masks and can help prepare and arrange the materials that are needed for this project ii. After working with the mask maker on the step above, determine a cost for each person to participate as they will need to purchase their own materials to make their masks. You will need to also determine an end date for your registration so that the materials can be mailed to and received by the registrant ahead of the event iii. Determine how your group will accept pre-registration for the event (Registration will be collected by OSUAA if your group utilizes virtual event support) iv. Submit a Workfront Request for communications and virtual event support. If your group does not want virtual event support from the OSUAA, your group can also host the event on your own Zoom account. You’ll need to include the registration information in your request. c. Category 1 Event Type – Lifelong Learning, Special Interest or Wellness d. Contact – Joyce Wagner |
Mixology ClassSponsored by OSUAA Read step-by-step guidea. The Alumni Association contacted a local bar tender who demonstrated how to make a Mojito and Old Fashioned during an hour-long presentation. A recipe card for both drinks was provided in advance so alumni could purchase what they needed from the grocery store in advance of the Zoom event. The bartender was very engaging and answered questions from the participants. b. How to do this for your group: i. Collaborate with your group to determine potential dates and times. Consider an event date at least 30 days out. ii. Request the bartender – keep in mind alumni from your community who you can engage or existing relationships you can leverage. Consider reaching out to former game watch locations to inquire about a staff member. Contact Lindsay Seminara with questions regarding the Mixology event hosted by OSUAA. iii. Once the bartender, date and time for the event are confirmed, submit a request via Workfront to request an email to promote the event and virtual event support. Select “Yes” under the “We would like assistance from the OSUAA Events team to plan this virtual event.” iv. For events with at least 20 attendees, reimbursement of up to $250 is available. The group could use these funds to purchase five $50 gift cards to the local restaurant/bar and raffle them off to attendees to enhance the event. c. Category 1 Event Type – Lifelong Learning or Special Interest |
Guest speaker webinarRead step-by-step guidea. Host a 45-minute virtual webinar for a Lifelong Learning Category 1 event featuring a speaker from the OSUAA speaker list. We will assist you in working with the speaker to participate via Zoom as a Webinar. Participants will have the opportunity to ask questions. b. How to do this for your group: i. Collaborate with your group to decide which speaker/topic is of interest and potential dates and times. ii. Request a speaker by completing the Speaker Request Form iii. Once the speaker, date and time for the event are confirmed, submit a request via Workfront to request an email to promote the event and virtual event support. Select “Yes” under the “We would like assistance from the OSUAA Events team to plan this virtual event.” iv. For events with at least 20 attendees, reimbursement of up to $250 is available. The group could use these funds to purchase five $50 gift cards to the local restaurant/bar and raffle them off to attendees to enhance the event. c. Virtual Speaker Suggestions: i. Dr. Rustin Moore, Dean for the College of Veterinary Medicine • The Power of the Pet ii. Mo Hall, former Ohio State football player and current actor • Topics range from sports, diversity and arts iii. Tamar Chute, University Archivist • Lively presentation on the history of Ohio State iv. Andrew Tarvin, College of Engineering • Humor in the workplace v. Dr. Laura Justice, Executive Director of the Crane and Schoenbaum Centers at Ohio • Global Perspectives on Early Childhood Education vi. A day in the life of Brutus • OSUAA will work to connect you with Ray Sharp, former Brutus, and current Brutus head coach with the Spirit Program d. Category 1 Event Type – Lifelong Learning or Special Interest |
Virtual Paint and PourRead step-by-step guidea. OSUAA is working with a local alumnus who has opened a Pinot’s Palette in the Short North in Columbus. She has a variety of paintings to offer and is waiting on the approval of three Ohio State designs. Supplies can be shipped directly to the participants home and then all are invited via Zoom for the actual event and directions for painting, while enjoying a glass of your favorite beverage all in the comfort of your home. More details to come. b. Category 1 Event Type – Arts or Special Interest |
Virtual Wine TastingHealth and Rehabilitation Alumni Society Read step-by-step guidea. The society contacted a local winery to arrange the menu and delivery/pickup options. Alumni were given instructions on how to order the wine that was delivered directly to each person’s home or arranged for a pickup time. Alumni were then sent a Zoom link for the wine tasting and heard from a sommelier from Wine on High. The cost for 3 bottles of wine was $30. b. How to do this for your group: i. Look for a local winery that offers delivery and pickup of wine ii. Reach out via their preferred contact method found on website iii. Ask if they have a staff person who would be willing to do a virtual wine tasting with members of your group iv. Ask winery if they have the capability to manage the Zoom/Video v. If the winery cannot manage the Zoom/Video, your group can host via your own Zoom/Video account, or you can request help from OSUAA v. For events with at least 20 attendees, reimbursement of up to $250 is available. The group could use these funds to purchase five $50 gift cards to the winery and raffle them off to attendees to enhance the event. c. Category 1 Event Type – Lifelong Learning or Special Interest |