The idea is simple: share a link to a podcast, lecture, or event with your community and then set a date to get together over video conferencing to discuss it. You can even begin with a panel to discuss a topic before opening it up to a group discussion or Q&A.
Step 1: Select a podcast/lecture/event
When deciding upon a topic, consider your audience’s general interests. Tapping a local alumnus/a who is an expert in a related field to participate in or lead the discussion is a great way to ensure you engage with the material in a meaningful way. If you are looking for somewhere to start, Harvard has a lot of pre recorded online programming available to you.
Step 2: Select a volunteer to lead the discussion
You’ll want to find someone to moderate the discussion. This person will need to agree to watch/listen to the chosen content, manage the technology, and prepare questions. They will set the tone for the meeting and lay out any official guidelines for communication. Make sure that this person feels comfortable encouraging people to share their perspectives and creating a respectful and dynamic conversation. If you are looking to host a panel, during this step you will also want to think about panel selection using similar criteria.
After a moderator and panelists are chosen, you will be responsible for briefing them and sharing their names and backgrounds with attendees and invitees in advance. (And don’t forget to thank them after the event!)
Step 3: Decide on technology
There are many video conferencing options, including Zoom, Cisco WebEx, FreeConferenceCall.com, and GoToMeeting. We suggest you choose a platform that is easy to use and accessible to your audience. If you are hosting a panel or Q&A session, select a platform that can easily host this type of meeting. Note: It is your responsibility to host the event on your (or a fellow classmate’s) personal account.
Some technologies offer recording options, which can be a nice way to share content with those who are unable to attend. Just note, if a session is recorded, it must be disclosed to all speakers and invitees in advance. You are also required to get signed permission from all attendees before sharing a recorded link.
Step 4: Pick a date and time
You know your communities best. Choose dates and frequencies that cater to your group’s needs while considering time zones (if/when necessary). Just remember, you’ll want to ensure you give participants enough time to listen, watch, and digest the chosen content.
It’s also a good idea to create some consistency around the discussion group so that attendees can count on a lively discussion on a regular basis (e.g., the first Wednesday of every month).
Step 5: Create an event page and advertise
Although optional, you may want to create an event page to measure interest and collect registrations. You can make an event page through social media or request to have one on the Harvard alumni website. Be sure to include the link to your chosen online programming so that everyone shows up prepared. Then, start inviting people with scheduled emails. You could also use your community’s social media platforms to advertise your events.
If you have an idea or best practice to share with other volunteers, we’d love to hear it. Let us know by emailing haa_collegealumniprograms@harvard.edu or calling 617-496-7001.