Setting Up Year-Round Meetings

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“To get the ball rolling, schedule a conference call. Email/listservs are great for some things, but a conference call or face-to-face meeting really gets discussion and action.” —Cristela Garcia-Spitz

Most DLF groups meet regularly online (at least on a monthly basis, with sub-groups meeting more often). They generally use Zoom or other teleconferencing platforms provided by group leaders’ institutions, and schedule and announce calls on their own.

There is no requirement to use a DLF-provided platform, but we are happy to set up a call for you in Zoom, if you have a large group and DLF’s space is not otherwise booked.


WhenIsGood is an easy way to find out when everyone is free for your next meeting or event. No sign-ups or passwords required, and users just paint over their times of availability. Many DLF groups are finding this a friendlier alternative to the ubiquitous Doodle!

“Knowing that the group has a standing monthly meeting is so much better than constant doodle polls.” —Kelcy Shepherd

DLF Web/Phone Conferencing Support

DLF maintains an Zoom Pro account that can be made available for audio conversations via Zoom app, browser or phone.

Please make sure your preferred meeting time is available, then contact us for scheduling.

Check the calendar -- and don't forget timezones!

DLF Zoom Tips

Further Considerations

How can you ensure everyone who wants to participate in your meetings can?

Table of Contents

  1. About DLF and the Organizers' Toolkit
  2. Working with Team DLF
  3. Starting a New Initiative or Working Group
  4. General Facilitation and Goal-Setting
  5. Facilitating for Diversity and Inclusion
  6. Communications and Consensus
  7. Preventing and Managing Burnout
  8. Gathering Info/Building Enthusiasm
  9. Planning an In-Person Meetup
  10. Setting Up Year-Round Meetings
  11. Planning Virtual Meetings and Webinars
  12. Talking and Writing
  13. Organizing and Sharing Your Work
  14. In a Nutshell