Planning and hosting webinars
What is a webinar?
A webinar is an online conference, course or interview where the teacher/presenter and webinar participants meet directly on the internet – often with the help of a moderator/host.
At IDA, we have chosen to use Zoom for events.
There are different forms of webinars:
- Online, where everyone participates from their PCs
- Hosting from IDA's TV studio
- A hybrid, where there is both physical and online participation
IDA has its own TV studio with professional equipment, where you can host a webinar with the option for participants to interact with questions and polls. A professional video technician is responsible for the recording.
It is also possible to broadcast live from an event at the IDA Meeting Centre. Here, video technicians are responsible for the recording. It is also possible to broadcast from a location outside IDA, where IDA uses an external video technician.
We usually first offer the webinar live, where participants can interact with questions and polls. Then, when the webinar is over, we put the video recording on IDA Play, where others can watch it.
You can also choose to record a webinar (without participants present) and then subsequently offer it as a video on IDA Play.
IDA's Videos and webinars
Every year, IDA organises a wide range of webinars, covering topics ranging from highly technical STEM subjects to practical advice on how to manage your working life.
The webinars are held live, but you can watch recordings of them afterwards on the IDA website.
- You can register for all of IDA's upcoming webinars here
- You can watch recordings of past webinars here
- Links to recordings from the online meetings will be sent to participants afterwards.
Please note that it is not permitted to share the Zoom link or video link with others, or to record audio or images from the webinar.
Meet the webinar team
How do I go about it?
When planning a webinar, start by contacting your network coordinator with a date for the webinar. We are currently holding a large number of webinars, so it may be difficult to find a date.
Also check with your speaker whether they are allowed to use Zoom, which is the tool we use for webinars, and whether the webinar may be recorded and subsequently posted on IDA Play.
Digital, in-person – how to choose the best meeting format
In this document (in Danish) we have described the different meeting formats for online meetings so that you can choose the best possible one.
Moderator
To ensure the best possible experience for digital participants, it is necessary to have both a chairperson for the physical meeting and a moderator for the virtual meeting to take care of the participants virtually. At IDA, we have trained a number of moderators who you can book through your network coordinator.
Rules for using photos in documents, presentations and on the web
Due to the increasing use of photos in documents, presentations and on digital channels, IDA has established a number of guidelines that members, volunteers and employees must follow.
Contact your network coordinator
When creating a webinar, your network coordinator will set it up in our meeting system. We do this because special confirmations are required, and we need to include text about Zoom, security and GDPR. So send us all the information, and we will set it up.
Here you can see which information we need (in Danish)
You do not need to fill out a form; your network coordinator will do that for you, but you can see the information we need and the things you need to be aware of in order to create a webinar.
When the webinar is to be held, you and the presenter must have a test meeting, preferably a few days before the webinar itself. Here we check that the sound is good, that the image is good; lighting, background, and that you can share slides, etc.
During the webinar, there will always be a webinar technician present throughout the entire webinar. We will open the webinar for you and the speaker half an hour before the start and open it for the participants approximately 5 minutes before.
Intro screen
At IDA, we use intro screens as a start slide in PowerPoint presentations for webinars and physical meetings, among other things. By using an intro screen, you give event participants the opportunity to quickly familiarise themselves with the most important information, sign up for various newsletters and networks, and use the time before the event starts constructively. In addition, participants can use the screens to see which upcoming events the network has planned that might be of interest to them.
What do I need to access webinars?
As host, presenter and moderator
If you have one of the above roles, you will be sent a Zoom panelist link. You will use this link for both the test meeting and the webinar.
As a participant
Participants will receive a link to the webinar in the confirmation and the attached calendar invitation when they register.
How is a webinar financed?
IDA wants many meetings to be streamed so that they can reach as many members as possible, and finances should not be an obstacle. If your unit does not have the funds itself, you can try applying to the regional or technical pool. The application form is available from Anna Lund Nielsen, aln@ida.dk.
Alternatively, if an interesting opportunity suddenly arises, it may be possible to have the webinar financed through a supplementary grant.
Video to help you get started
Watch or rewatch the video Som man spørger (in Danish)
Precision, active listening and control are key tools when we ask each other questions in order to become wiser. It is particularly important to distinguish between open and closed questions – and their different functions. Kurt Strand, host of P1's ‘Mennesker og medier’ (People and Media), uses concrete examples and simple theory to explain how a journalistic-inspired questioning technique can lead to better results.
This video is for you if, for example, you need to talk to a prospective speaker in connection with setting expectations/writing the text for an event, and who may also need to ask questions to gain a better understanding of a topic in connection with or after a presentation.
Teacher: Kurt Strand, journalist on P1's ‘Mennesker og medier’ (People and Media)