Host a Virtual Meetup to Connect with Fellow Teachers
Meetups are teacher-led gatherings (hosted both online and in person) that provide a place for VIPTeachers to meet one another, connect in a meaningful way, learn something new, and provide support and friendship (among other things).
Follow the steps below to submit your Virtual Meetup for registration with VIPTeacher. 
​​​​​​​**Please submit your meetup at least 10 days prior to your Meetup**
1. Decide which online platform you would like to use to host the Virtual Meetup.
There are many options, and they all have various features that may determine what you are able to do during your Meetup. Here are a few options we recommend:
  1. Zoom (40 minute limit on free meetings, 100 person max)
  2. Cisco WebEx (free, no time constraints, 100 person max) 
  3. Google Hangouts (free, 10 person max, requires a Gmail account)
2. Plan the details: 
  1. Date, time and duration of Virtual Meetup. Check platform allowances; we suggest limiting the time to 1.5 hours.
  2. Size of Meetup (check platform allowances for participants and hosts)
    • 1-15 people - 1 host
    • 15 - 40 people - 2 hosts (Note: Certain platforms may limit you to 1 host, which is something to consider when selecting a platform)
    • We do not recommend hosting more than 30 teachers as these events often feel more like webinars and less like Meetups where you can make personal connections. However, if you plan to use Breakout Rooms or smaller groups within a platform, please feel free to have more than 30 teachers attend. 
    • We recommend no more than 2 - 3 co-hosts per Virtual Meetup. All hosts should be present at the Meetup and actively involved (even if in the chat box). Co-hosts will receive the same amount of tokens as the host.
  3. Theme and target audience (Example: VIPTeachers’s suggested theme of the month, Meetup for dog lovers, Meetup for teachers from Florida, Meetup for VIPTeacher Dads, etc.)
    • Note that your Meetup will need to be public and open to all teachers, but it's still ok to have a specific theme. 
  4. Event Details/Description
    • Plan the activity and agenda for your Meetup. 
    • Consider if you want a co-host to help facilitate the event, but keep in mind that certain platforms may limit you to 1 host. If you choose to have a co-host, think about the following:
      • Who will lead the overall Meetup? 
      • Who will manage the chat box or controls? 
      • Do you want an emcee to move things along or keep time? 
      • **Note about co-hosts** We recommend no more than 2 co-hosts per Virtual Meetup. All hosts should be present at the Meetup and actively involved (even if in the chat box). Co-hosts will receive the same amount of tokens as the host. 
    • Think about how and when you will provide the Virtual Meetup URL / link to registrants as we do not recommend sharing this link publicly. While the event page where teachers RSVP should be available to any teachers to sign up, we recommend only sharing the Virtual Meetup URL / link to join the event with those who have RSVP’d. One option is to email the link directly to registrants 24 hours ahead of time. If the platform you choose also requires attendees to enter a password, please be sure to include the password when you email them the link / URL.
3. Create your event page where teachers will learn about your Virtual Meetup and RSVP
  1. We recommend using Eventbrite or Evite to create your event page. Please note we do not recommend using Facebook events for Meetups. 
  2. Make sure the page is accessible to anyone that clicks the event link.
    • Eventbrite users: Make your event is 'Private', but accessible through a private link.
      • To do this, on your event page, click the 'Publish' section on the left hand side --> Select 'Private' --> Under choose your Audience, click 'Anyone with the Link' → Click 'No keep it private' at the bottom' --> Click 'Save'. Under the Dashboard section, copy the 'Event URL' from the bottom of the page and use this when submitting your Meetup for registration.This allows us to share the link with teachers within the portal, but the event will not be made public to everyone on Eventbrite / the web.
  3. Set the number of registrations/tickets to prevent going above your platform capacity. At your discretion, you can set the ticket amount slightly above the platform capacity to account for those that register but do not show up. For example, if you want 15 people at your event, we recommend allowing 20-25 people to register.
  4. ​​​​​​​Include all relevant details clearly on your event page. It is the responsibility of each host to ensure that important details are visible and teachers know what to expect. That being said, too much information is overwhelming and people will not sign up if they can’t easily determine basic event details quickly. Some important details to include:
    • State the date - including start and end time. *On most event pages, this information will be listed automatically, but you may want to reiterate the date/time including time zones since teachers are located all over the world.* 
    • Include what is happening at your Meetup. Attendees should be able to determine what will take place at your Meetup from a quick glance at your event page. This information helps get teachers excited and want to join in. Catchy and simple titles help with this as well. 
    • Share how and when attendees will receive the link / URL for joining the Virtual Meetup. (ex: Will you email it to them a few days before the Meetup? Please keep in mind we recommend emailing or sending the link / URL privately to those who RSVP’d rather than sharing the link publicly on your invitation.)
    • Specify that the event is intended for regular/contracted VIPKid teachers and whether family/children are welcome to join, too. Many hosts may include a line saying “This Meetup is for regular/contracted VIPTeachers” since some non-teachers may come across the event link. 
    • List out what (if anything) your attendees should have prepared in order to participate in the Meetup. If they should have specific materials, make sure to provide ideas or links to where attendees can find what they need. If attendees will need a second device, include this information in the details as well. 
    • Include host contact information. This will depend on which event platform you are using as some platforms have built-in messaging/email systems. You may want to provide an email address for attendees to contact you that is separate from the event page. 
    • Any additional details related to your event
4. Double check that you've done all of the above and then click the button below to submit a Virtual Meetup! 

Submit Meetup Here