Title: Tips for managing an online meetup
Author: Erica Varlese
Published: May 25, 2021

---

# Tips for managing an online meetup

## In this article

 * [Password protect and manage who can get in.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#password-protect-and-manage-who-can-get-in)
 * [Virtual Events Handbook](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#virtual-events-handbook)
 * [Share expectations at the beginning. ](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#share-expectations-at-the-beginning)
 * [Leverage tools provided by the software you’re using.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#leverage-tools-provided-by-the-software-youre-using)
 * [Be respectful of time – and distractions.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#be-respectful-of-time-and-distractions)
 * [Don’t underestimate the power of a social hangout.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#dont-underestimate-the-power-of-a-social-hangout)

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Even though many of our contributions to the WordPress community take place online,
shifting our meetupsMeetup Meetup groups are locally-organized groups that get together
for face-to-face events on a regular basis (commonly once a month). Learn more about
Meetups in our [Meetup Organizer Handbook](https://make.wordpress.org/community/handbook/meetup-organizer/).
to a virtual format brings its own fair share of changes, challenges, and adaptations.
For many of us, connecting virtually may be a new experience full of new tools and
new ways of communicating.

As part of our Tuesday Training series, we’re sharing some tips and tricks to help
MeetupMeetup Meetup groups are locally-organized groups that get together for face-
to-face events on a regular basis (commonly once a month). Learn more about Meetups
in our [Meetup Organizer Handbook](https://make.wordpress.org/community/handbook/meetup-organizer/).
organizers create an accessible and friendly place when connecting with their community
online. For additional resources, we also highly recommend checking out the [Virtual Events Handbook](https://make.wordpress.org/community/handbook/virtual-events/),
as well.

### 󠀁[Password protect and manage who can get in.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#password-protect-and-manage-who-can-get-in)󠁿

First things first: part of creating a community space is ensuring that the space
is safe and inclusive for everyone. Many of us are using Zoom for our meetups, though
any virtual meeting tool may bring with it its own risks and challenges for keeping
our virtual spaces in line with the expectations of our [Online Code of Conduct](https://make.wordpress.org/community/handbook/virtual-events/online-code-of-conduct/).

To help protect fellow organizers and participants, check out the [Zoom security settings page](https://make.wordpress.org/community/handbook/virtual-events/additional-resources-for-online-events/zoom-security-settings/).
You may want to:

 * Keep the hangout link private until 15 minutes or so prior to the beginning of
   your event.
 * Password protect or require approval for admittance. This ensures that everyone
   joining is part of the community, rather than spammers taking advantage of a 
   situation.
 * Set expectations in your meetup invite so that attendees know what to expect 
   in regard to their admission. 

### 󠀁[Virtual Events Handbook](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#virtual-events-handbook)󠁿

One of the best parts of meeting in person is the networking and connections that
come about from being in a shared space with a shared interest. Just because we’re
meeting virtually, that doesn’t mean we have to lose that experience!

When planning for your meetup, aim to leave some time at the beginning and the end
for a check-in with folks. You can even offer to meet up a few minutes – 15 to 30
minutes – before the event itself starts so that those interested have time for 
a networking or social opportunity. Leaving the opportunity for some free-form conversation
can help to strengthen and maintain our bonds, even if we’re meeting from our respective
living rooms.

### 󠀁[Share expectations at the beginning. ](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#share-expectations-at-the-beginning)󠁿

Just as we would introduce new members to expectations and “how things work” at 
the beginning of an in-person meetup, the same applies to online meetings, too. 
In fact, it may be even more applicable as your events become more accessible to
a wider-variety of people who may or may not have experience with the WordPress 
community.

Before diving into your presentation, consider taking a few moments to introduce
yourself, the group, the code of conductCode of Conduct “A code of conduct is a 
set of rules outlining the norms, rules, and responsibilities or proper practices
of an individual party.” – [Wikipedia](https://en.wikipedia.org/wiki/Code_of_conduct),
and what will be expected during the night’s event. In particular, it can be useful
to let attendees know if there will be breakout sessions, activities, or exercises,
so they can prepare themselves. 

### 󠀁[Leverage tools provided by the software you’re using.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#leverage-tools-provided-by-the-software-youre-using)󠁿

It _can_ feel less personal to participate and present to a virtual audience. It’s
hard to replace that in-person feedback that comes from eye contact, body language,
and quick chats after your talk. However, when planning out your meetup, look for
ways in which you can make your hangout interactive.

For example, Zoom has features like breakout rooms (for small group conversations),
surveys, and Q&As for some real-time contributions from participants. Likewise, 
rather than relying on chat for participants to ask questions, welcome video questions
beforehand or invite participants to unmute and ask their questions out loud. If
you want to get really creative, you can explore setting up games in [Kahoot!](https://kahoot.it/),
engaging attendees in sli.do, and exploring YouTube Live comments for real-time 
participation.

### 󠀁[Be respectful of time – and distractions.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#be-respectful-of-time-and-distractions)󠁿

Doing things online can come with unexpected challenges. Your bandwidth suddenly
drops. Another call goes over time. Partners and kids forget about that meeting 
you told them about. In other words, life happens – and at home, we may have even
fewer boundaries between our WordPress selves and home selves.

As an organizer, keep this in mind when planning your meeting. If you’re doing breakout
rooms, maybe it’s best to stick with three participants, rather than a one-on-one
check-in, so there’s a buffer if someone has to suddenly drop offline. Allow for
multiple avenues of participation, such as video, chat, or submitting questions 
prior to the event. Understand that folks might disappear or come in and out at 
times, and set any expectations accordingly. 

### 󠀁[Don’t underestimate the power of a social hangout.](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/tips-for-managing-an-online-meetup/?output_format=md#dont-underestimate-the-power-of-a-social-hangout)󠁿

If in doubt, don’t overthink it. If you’re planning a meetup and no clear topic 
presents itself, consider simply hosting a “Coffee Break” or social hour. It’s also
a great time to experiment! Just having an opportunity to casually check-in with
one another, chat, and, quite literally, hang out can help maintain and boost the
connections between your members – even while we can’t see each other in person.

Above all, it can help to see online meetups as an opportunity. Those who might 
not normally be able to attend may have more flexibility without the commute to 
your meetup space. With new members, you may see new volunteers to speak, or even
organize, events in the future. By creating a safe space where members can continue
to learn, bond, and connect with one another, we can continue to keep our local 
communities strong!

First published

May 25, 2021

Last updated

May 25, 2021

[  Previous: Organizing Online Meetups](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/organizing-online-meetups/)

[  Next: Using Online Events to Reactivate your Meetup Group](https://make.wordpress.org/community/handbook/virtual-events/online-meetup-guidelines/using-online-events-to-reactivate-your-meetup-group/)