Virtual events are a great way to educate people about the importance of organ, eye, and tissue donation without having to reserve a space on campus.

​

Virtual Education Event Planning Timeline​

​

A few months before the event:

• Select Virtual Event Platform: Choose a virtual event platform, like Zoom or Google Meet.

• Choose Date and Time: Set a date and time for the event, avoiding holidays, exams, and major sporting events to maximize attendance.

• Notify Organ Procurement Organization (OPO): Inform your OPO about the event to secure their attendance and support.

• Create Event Format: Decide on a topic, format, and length for the event. Aim to keep the event under an hour to maintain audience engagement.

• Select Guest Speaker and Host: Choose a guest speaker and host for the event. Coordinate with the speaker and keep them updated on event details. Reach out to your OPO for speaker recommendations, or contact SODA for assistance.

​

A few weeks before the event:

• Estimate Attendance: Send an email or survey that provides attendees with the event details. Encourage them to reply with their availability.

• Share Registration Link Securely: Distribute the event registration link directly via email and/or text message. This helps to ensure security and prevent unauthorized access by hackers.

• Create Promotional Materials: Design flyers, sample posts, and graphics emphasizing the purpose, date, and time of the event. Tag SODA, Donate Life America, your local Organ Procurement Organization (OPO), and any guest speakers in posts made for the event. Share your flyer with teachers, advisors, and other organizations that may be interested in sharing the message. Ask them to add a slide in their lectures or to send an email to the class/organization with the event information. Ask friends and family to join and have them relay the message to others.

​

A week before the event:

• Host A Practice Run: Schedule a practice session to test microphones, cameras, and slides. This minimizes potential issues on the day of the event.

• Develop a Backup Plan: Prepare a backup plan in case of unexpected circumstances. Consider scenarios such as the speaker not showing up or encountering technology issues. Outline alternative solutions to ensure a smooth event experience.

​

Day of the event:

• Early Sign-in: Sign in at least 15-20 minutes before the event to accommodate early arrivals and ensure smooth entry for all participants.

• Dual Roles for Smooth Operation: Assign two people to manage the event. One person is responsible for technical aspects, like managing technology and troubleshooting, and the other is responsible for introductions and ensuring the event runs smoothly.

• Recording for Post-Event Sharing: Record the event so that you can share it with those who are unable to attend.

• Capture Moments for Social Media: Take screenshots throughout the event to capture highlights. Share these snapshots on social media platforms to engage with a wider audience and promote future events.

​

After the event:

• Share the recording of the event.

• Follow Up with Interested Students: Use the event’s attendance information and reach out to students who may be interested in getting further involved with SODA.

​