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 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

• 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.
• Make sure to read our Digital Accessibility Group's documentation on Zoom Accessibility.
• 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. 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