Planning and delivering your event

Victorian Law Week is just around the corner! We hope your event planning and promotion are going well. There are some things you can do now to ensure your event runs smoothly and you can measure your success. See our tips below and contact us if you have any questions.

Plan what will happen on the day 

Before your event, prepare a simple run sheet (a table is ideal) that identifies exactly what needs to be done, when and by whom. Make sure you provide the run sheet to all staff working on your event, as well as hosts and speakers. 

If your event is online, make sure you’re comfortable using your webinar platform. If you’re using Zoom, there are many great guides available online to assist you. Zoom can run events as meetings or webinars, each with different functions. Meetings can be more interactive, but webinars allow you more control and protect your attendees privacy. Factor these differences in when setting up your event. See the full list of differences.

It’s also a good idea to check that your speakers’ set up. We suggest: 

  • Set webcams to eye level.  
  • Ensure there is adequate lighting from the front or side – natural light is best. 
  • If speakers wear glasses, check for reflections.
  • Check speakers’ backgrounds – are they appropriate?
  • Ask speakers to keep their microphones muted when not speaking.  

Schedule a practice run-through before your event 

Running an in-person event or activity? Schedule a briefing session with your staff and make sure that everyone is clear about their duties on the day. 

Running a webinar? Organise a practice session with your staff, webinar host and speakers to ensure everyone is comfortable with the software and everything works properly. During the practice session you might like to: 

  • Check that each speaker’s camera and microphone are working correctly, and practice turning cameras and microphones on and off.  
  • Check that everyone’s internet connection is stable. Instead of Wi-Fi (which can be unreliable) we recommend using a 4 or 5G connection.  This can be done via the hotspot on your phone or by using an ethernet cable plugged directly into your modem.
  • Go through your run sheet so that everyone is aware of timings and the order of proceedings. 
  • If you are using captions, check that you know how to switch these on and that they work. 
  • Check that your webinar is set to record, and that the chat and Q&A functions work as intended. 

Make a recording of your event

Is your event online, or are you planning to film it on the day? Share the recording of your event with us so we can add it to the Victorian Law Week website! 

Many online platforms like Zoom and Teams have a recording function. You may also wish to record in-person events using a camera. Keeping a record of the event is useful for your own reference, and it can be shared or published so that it can be accessed by people who weren’t able to attend on the day. 

Uploading the recording to YouTube or Vimeo makes it easy to share, and you can adjust your settings so that it is only visible to those who have the link. If you do publish your recording, ensure you have permission from people who appear on video. 

Keep a record of how many people attend

During your event, make a note of how many people attend and let us know.

If your event is online, your platform (Zoom, Teams etc.) usually provides this number on your screen or in reports. It’s normal for people to come and go at different times, so make sure you record the total number of attendees who accessed your event. If your event is in-person, make sure you do a headcount, or keep track of the number of people who you speak to or who visit your stall. 

This is useful for your own evaluation and also gives us an idea of how many people engaged with Victorian Law Week overall.

Make sure you event is as accessible, inclusive and sustainable as possible

These tips will help you get started. We suggest: 

  • Incorporating a Welcome to Country or Acknowledgement of Country in information sessions and webinars. 
  • Considering the accessibility measures you can put in place, such as Auslan interpreters, closed captioning, transcripts for recorded sessions, translators, hearing loops, wheelchair accessible venues and more. Make sure your accessibility measures are included in your event listing and in your promotion, so that prospective attendees know about them. 
  • Supporting local businesses when finding suppliers for catering, printing, equipment hire and more. 
  • Are there sustainability features at your event? Mention them in your promotion. 

If you’re running an in-person event: 

  • Is the venue accessible by public transport? Encourage attendees to use public transport to get to your event. 
  • Provide separate bins for rubbish and comingled recycling, and ensure you have appropriate signage.

Make sure your event is COVIDSafe

If you are running an in-person activity, you need to comply with all Victorian Government requirements and public health advice related to COVID-19 as at the time of your Victorian Law Week activity.

The rules you need to follow will vary, depending on your event. The Victorian Government’s Coronavirus (COVID-19) Victoria website has detailed information about the requirements that apply to different activities, organisations and venues.

If you need more information:

Sponsors

Sponsors

Supporters

Contributor