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Organising online events

The Events Office is happy to help organise an online event, but you can also do it yourself. You will find resources and support for this on this page.

The Centre for Innovation has created three workshops for support and academic staff to assist with creating digital events with the existing tools of the university. Each free workshop can be done at any time, and takes about 2 hours to complete.

If you need additional support after following the workshops, please contact your Faculty communications department.

Moderators are available to help you during your online event. They offer tech support to yourself and the attendees. Moderators are trained in Kaltura Live Rooms and MS Teams and can assist with troubleshooting webcam or microphone problems, helping users find the right buttons to (for example) share screens or start or stop recording. 

They can also welcome the attendees your students into the room. Your moderator will join the room from the top of the hour, meaning they will be able to admit attendees into the room as they arrive, and will be able to provide welcome messages and community guidelines to all attendees.

To request moderation support, contact moderationsupport@sea.leidenuniv.nl with the following information:

  • Date and time of your scheduled online event
  • What platform you will be using
  • Number of students
  • What features you plan to use (e.g. breakout rooms)

Make sure to send your request at least 5 days before your scheduled event.

You can use Teams webinar to organise an online event with one or more presenters.  

Webinar is in many ways similar to a regular Teams meeting, but it has some additional functionalities and options:

• Participants register via a registration page (the organiser can see who has registered via an Excel document).
A maximum of 1,000 participants can take part in the webinar interactively (camera, microphone and chat) and a maximum of 10,000 participants can watch and listen only. 
• The organiser and presenter can manage the webcams and microphones of all the participants.
• Afterwards, you can see who has taken part via an Excel document.

Instruction video and further explanation

For further explanation and instruction, watch the instruction video on Kaltura.
General and current information is also available from Microsoft: Get started with Teams webinars.

With Let’s Get Digital you can experience an event from your own home just as if you were actually there. There’s a personal check-in desk, a network carousel with smart matchmaking, 1-on-1 meetings and even a sponsor environment.  

The platform can be used by organisers who want to create the full event experience digitally, but so that it feels like an in-person happening. Let’s Get Digital offers networking possibilities, interaction, engagement and much more.

Would you like to organise an event on the Let's Get Digital online platform? If so, the Events Office will help you translate your programme into a suitable online format. You can also get help from a student-assistant to fill in the right content.  

Watch the demo video.

Please note:
Check whether the platform is available on the date you want to use it. 
You need to allow at least 4-5 weeks for preparation.

One-time use € 500, plus € 5.50 per person per event
Support from a student-assistant: € 35 per hour

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