To host this event you can choose from any of the following platforms to be able to screen the video of your choosing.

• Metastream Remote (Recommended)

This is a plugin for Google Chrome. And allows you to host a viewing party and chat function with participants only also downloading the plugin. You may play from YouTube, Netflix etc.

• Some platforms allow watch parties within their website: Facebook, Netflix (attendees will however need a netflix account)

• Youtube Live stream - ideal for a talk but not movie/show

• Facebook Live - ideal for a talk but not movie/show

• Instagram live - ideal for a talk but not movie/show

• Virtual meeting platform e.g. GTM, zoom and share screen. Although the sound maybe patchy if playing videos

Click here to learn more about the platforms.

Decide what you want to be shown, examples include:

• • Live talk

  • Movie

  • A short series show over a few days e.g. Rise of Empires: Ottoman

A TOP TIP is that you could decide by releasing a poll and choosing the most popular option.

You now need to decide which platform to host this event, consider the following factors to help make your decision.

• Number of attendees (certain platforms have limits, or will charge for more attendees)

• Will a host / speaker need to speak. Or will you simply be playing a video

• Do you want interaction from the attendees, either via speaking or chat box. (dependent on the platform, you can cater for this)

A TOP TIP for timing is choosing a time when most people will have no classes or lectures. Consider prayer times, and avoid if possible. The event itself if it is a talk, should be ideally 40 minutes, and definitely under an hour.

A TOP TIP on choosing the day is to hold it before or mid week in Charity Week. It can be a popular and chilled event.

Think about branding and ensure the people who are promoting the event know what the event is, as this will be invaluable during its promotion.

Create a poster (including ticket details, why they should take part, and what platform the event will be on)

Utilise your social media accounts to advertise. It can be useful creating a Facebook event and messaging into facebook and WhatsApp groups.

A TOP TIP is to utilise your Institutions mailing list and also encourage key people to spread the word.

There are many ways to sell tickets, from simple online transfers, to using online platforms such as Eventbrite.

A TOP TIP when using Eventbrite is to have your tickets as free on the site and ask attendees to use bank transfer/paypal or donation page to send the ticket money (to avoid additional processing fees). Another option is also to ask your union if you can use their website to sell tickets too.

To determine a method of payment and cost, consider the following:

The ticket price should cover event expenditure. Make sure you consider all expected expenditures, from platform costs (if there is a cost) to speaker remuneration and other costs.

Make sure this is not too high so you don’t put off people from coming. A watch party event can also be free to gather as many attendees as possible and build hype.

Be sure to have a team to run the event. Roles they can take up are:

• Operating the platform

• Hosting the event

• Interacting with the audience

• Troubleshooting

A TOP TIP is to have a trial run on the platform and streaming to familiarise yourself and help the event run smoothly.

• Start the event with an opening Islamic / motivational reminder

• Share the vision of Charity Week, by playing a short video about Charity Week

• Ensure someone is keeping an eye on the chat box to build Interaction with the audience

• Ensure you’ve completed a trial run before the event

• Start the platform early, to solve on the day issues. But also time for people to join

• Have the team all ready, early

• If you’re hosting any guest speakers: ensure a reminder is sent for your event and confirm they are coming a few days before.

• Ensure you have sent clear joining instructions to all.

Think of all of the possible things that could go wrong and put measures in place to prevent this from happening. E.g. speaker not turning up on time, issues with platform starting, people struggling to join.

Thank all those that attended, this can be done by sending a message via your social media and sign up lists

A TOP TIP is to use this moment to remind them of your upcoming events and share your donation link.

There are always hiccups or lessons that we learn, but do we make sure that the team next year will learn from these? Use our template event planning document to keep a record of how you put on your event and also any feedback to pass onto next year's team!