Setting Up Year-Round Meetings

“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 free Google Hangouts, Skype, 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 UberConference, if you have a large group and DLF’s space is not otherwise booked.

Scheduling

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 UberConference Pro account that can be made available for audio conversations via browser or phone.

Please make sure your preferred meeting time is available, then contact us for scheduling. (Leaders of groups under 10 may prefer to create their own free Uberconference account and schedule meetings independently--no need to work around other groups or depend on us to set up the calls.)

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

DLF Uberconference Tips

• Participants joining by computer will need Firefox or Chrome for the VOIP audio to work. Test your sound here: https://www.uberconference.com/system/cal
• If you wish to audio-record a call (after making sure all participants are aware and give their consent!), you will need to log in to UberConference using our Pro account, rather than using your personal one. Contact us for temporary access, which will enable you to see a little round “record” button along the bottom corner of your call dashboard. After clicking it, you’ll want to call in separately as “yourself,” or at least identify yourself to other callers who, if joining by browser, will otherwise see you as “DLF.”
• Any user can share their screen without assistance or approval. The one thing that is required is the latest Google Chrome. Instructions (including a walk-thru tutorial) are here: http://help.uberconference.com/customer/portal/articles/1854630-screen-sharing-faq?b_id=6483
• For further instructions, look here.

Zoom

DLF plans to maintain a Zoom account that can be made available for audio and video conversations as well as slideshare via browser or phone.

Please review available meeting times on the [1] and then contact us for scheduling. To transition from UberConference to Zoom, we will be contacting group leaders individually, but don't hesitate to reach out if you have questions!

DLF Zoom Tips

• There are many ways to join a Zoom call. Please review Zoom's Getting Started page before joining a call. Test your connection prior to joining the meeting.
• If you wish to record the meeting (after making sure all participants are aware and give their consent!), let us know and we'll set up auto recording.
• For further instructions, visit the support page.

Further Considerations

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

• Accessible Web Conferences and Webinar Best Practices
• 15 Beautiful Tools for Managing Time Zone Differences
• Consider parenting and other caregiver responsibilities when suggesting meeting times.

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. Preventing and Managing Burnout
7. Gathering Info/Building Enthusiasm
8. Planning an In-Person Meetup
9. Setting Up Year-Round Meetings
10. Planning Virtual Meetings and Webinars
11. Talking and Writing
12. Organizing and Sharing Your Work
13. In a Nutshell