1. Understand the changes needed
Consider how your physical tours can transition into virtual ones.
Consider which aspects of the tour need to stay and which can be changed to fit a video format.
Think about how safeguarding changes when using a platform like Zoom. For example, if the majority of attendees are children, you may need to disable the chat function, ensure videos are turned off, and that they are all on mute.
2. Perform a practice run
Have an initial practice run to see what works and take note of problems that could arise.
You can use volunteers as attendees to give you feedback on the tour.
3. List the event on ticketing platform
You don’t want to publicly share your Zoom link too widely, as people may start joining who did not initially book a ticket and you could reach your limit.
Don’t integrate the Zoom link with the booking confirmation on Eventbrite, but instead notify users that the link will be sent to them closer to the time.
You can schedule an email two days before the tour with the link.
4. Perform checks before the tour
Check your tech is performing fine and that the Wi-Fi and 4G is working well. You can have another member of staff as an attendee to assess this.
Remember that if you’re moving from indoor to outdoor spaces, your phone will want to connect to Wi-Fi even though you are outside. In these instances, remain on 4G throughout the duration of the tour.
Ensure everyone is on mute as they come into the virtual tour space.
5. Assess your equipment
Depending on your budget, you can think about what additional tools could make the tour smoother.
Acquire a selfie stick to make the stream look more professional and stable than using your hand. You can also invest in a stick that allows you to change from front to back camera easily without having to touch your phone.
Consider buying a microphone that reduces background noise.
6. Send feedback
You can send out the feedback form in an email to those who have attended. You can also offer them a way to sign up to newsletters so that they can continue getting information about your charity and the work you do following the tour.
Many thanks to Underfall Yard Trust for contributing this recipe.
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