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• Create a detailed agenda, including timings, speaker names, session titles and breaks.
• Share joining instructions at least a week in advance. If guests are external to Lancaster, include a test meeting link and clear guidance (e.g. how to join via browser, no need to install Teams).
• Consider how you're going to advertise and collect registrations for the event.
• Share documents in accessible formats (e.g. tagged PDFs, structured Word docs). Ensure that an accessible version of your agenda is available.
• You could even consider creating a virtual delegate pack including links to session recordings, and useful literature and podcasts!

• Schedule a short rehearsal with all speakers or facilitators at least a few days before the event.
• Test screen sharing, audio quality, live captions and any video content (play videos from your device with "Include computer sound" ticked).
• Check that guest speakers can join successfully if they are outside the organisation.
• Encourage use of headsets and quiet environments to reduce background noise.

Even a short technology check reassures nervous speakers and helps to avoid stress when live.

• Host/Chair: Welcomes participants, introduces sessions and keeps time.
• Co-host/Producer: Manages breakout rooms, chat moderation and tech issues.
• Q&A Moderator: Monitors the chat or raises hands during discussions.
• Support contact: A separate point of contact for anyone having trouble accessing the session (e.g. via email or Teams chat).

Use the “Presenter” vs “Attendee” settings in Teams to control who can share screens or unmute—this helps prevent accidental disruptions.

Fewer unexpected changes leads to a much better experience for all, especially neurodivergent attendees

• Display a welcome slide with the agenda, house rules (e.g. mute mics unless speaking), and accessibility options (e.g. how to turn on captions).
• Ensure that you read out any important information aloud, such as housekeeping rules and the schedule, for those who may have visual impairments.
• Explain how attendees can engage, e.g. via chat, hand-raising or Q&A.
• Let participants know if the session is being recorded and how the recording will be used/shared.
• Consider an icebreaker or informal welcome if the group is small.

• Break presentations into chunks (10–15 mins max) with time for questions or discussion.
• Use Teams chat to invite comments or questions throughout—prompt with open questions like “What does this mean in your context?”
• Add quick polls using Microsoft Forms or Mentimeter for live feedback.
• Use breakout rooms for small group discussion, with clear instructions and a time limit.
• Encourage reactions to show engagement even when mics are off.

Hosting interactive sessions online helps avoid the travel, printing and catering waste associated with in-person events, and can lead to a much more inclusive session experience if done well.

• Share slides or key documents in advance so attendees can follow along if screen sharing fails. Not only is this useful as a backup plan, but it is also very helpful for some neurodivergent attendees.
• Have a second host ready to take over if your internet drops.
• If showing video, have a link ready to paste in chat in case it doesn’t play.
• Keep speakers' mobile numbers on hand for urgent contact.

• Send a thank-you message with a link to the recording (if applicable), speaker slides, and any referenced resources.
• Include a feedback form using Microsoft Forms with short, accessible questions (e.g. “What went well?” “What could be improved?”).
• If the event was large or part of a series, summarise key insights or next steps in a follow-up email or post-event document.

A digital follow-up keeps the event carbon footprint low and creates a useful record without relying on printed materials. It is also much easier to find and refer back to a long time after the event has ended.