Georgia Tech is committed to the safety of our community. All Georgia Tech sponsored events through the end of Spring semester, including Athletics events, are moving to a virtual format, postponed, or cancelled.
If you need to communicate a change in your event status
Let your guests know as soon as possible if you elect to move to a virtual event, reschedule, or cancel. Planners should email their attending guests, update their event webpage, edit their campus calendar entry, and note the change in their space reseravation. Be sure to include in your communication what you anticipate will be your most frequently asked questions.
How Event Profs Preserve Mental Health
March 31, 2020 Register here
Hosting a Virtual Meeting
Georgia Tech's Office of Information Technology (OIT) has collaborations with WebEx and BlueJeans as virtual meetings tools. Sign in using your Georgia Tech login to access these products.
For smaller meetings
If you need to host a small meeting, either of these options would work. Both products allow you to schedule your meeting in advance or jump into a meeting using either your Personal Room (WebEx) or My Meeting (BlueJeans). Hosts and attendees can connect via a web browser, mobile app, or desktop application.
For larger meetings
We recommend using BlueJeans Events if you have a larger event with only a few presenters. BlueJeans offers additional settings such as disabling audience microphones and designating multiple moderators. OIT is available to schedule a dry-run of your event five business days in advance.
Training and Support Resources
OIT partnered with ECN to host a BlueJeans Events training session. View the recording on how to host a BlueJeans event or read our FAQ created from your questions during the event.
As we move to virtual, it's important to keep these best practices in mind.
Update your event in EMS and Mercury. In EMS, add 'Virtual' to your title. In Mercury, add information in your description on where attendees can find the link to join.
Have a team member who is not presenting dedicated to moderating your chat and audiene Q&A.
Provide multiple ways for your audience to interact like live polling and chat.
Encourage participants to keep their cameras on for smaller events to stay engaged.
Accessibility still matters. Make sure your materials are accessible to those with screenreaders and caption options are available. The Center for Inclusive Design and Innovation has made a best practice guide for classrooms that can also apply to events.
Closed caption is the best practice for online events.
Before you hit record, review these tips from Institute Communications for self-filming.
Make sure there’s enough light: Brighter is better! If the image looks blotchy or degraded, you’re probably not in enough light. Filming in an area with sufficient light makes the film look professional and pleasant to watch.
Film in front of a relatively plain background: A plain colored wall will work well. Try not to record in front of anything more complicated than a bookcase. A messy, cluttered, or visually overstuffed background will distract the eye.
Mind the camera’s position: Record from the chest-up. Make sure your entire head is in the frame, and look straight or nearly straight into the camera. For best results, film with your device in 16:9 ratio. If you’re recording on a phone, hold it horizontally, not straight up and down.
Avoid camera jostling: Ask someone to film you, use your phone mount, or lean your phone against a stack of books. It’s fine to record selfie style, with your arm extended and the camera pointed towards your face, as long as you don’t move your arm too much.
Show your spirit: Whether it's school colors or your favorite Buzz t-shirt, video is one more chance to show school pride.
Be sure to smile: Bring positive energy into your statements. Smiling before speaking always puts people in a better mood and comes off on camera as open and friendly.
External Vendor Contracts
Contact the legal team for any questions regarding cancellation or rescheduling fees in your contract. Be sure to include a copy of your contract in your email. We recommend calling your vendor first to see if they have made any policy changes.
Departments across campus are ready to assist with planners with any event modifications.
Georgia Tech Catering is working with clients to provide flexible solutions. Contact Danielle Ismirle and Jocqueline Wilson if you need to reduce your count or change your order status. The team will work with your event to provide with a new deadline for your order as planners assess their event attendance.
Georgia Tech Catering offers enhanced health protocols such as attendants to serve buffet items or prepacking your meals. Call the team at 404.385.3609 to learn about your available options to find the best solution for your event.