Develop your topic(s) and come up with a list of possible speakers. Topics can cover anything from career development, education and outreach and research topics related to the Polar and Alpine regions and the wider Cryosphere.
Contact the speakers to see if they would be willing to do the webinar and find out possible dates they would be available (remember to plan early as some speakers might be very busy!). Also ask them for at least 1 - 2 alternative dates in case their first choice is not available anymore.
Check the APECS Zoom License Calendar to see if your desired time is available (if not you have to reschedule with your speaker). APECS has only one license so there can only be one meeting / webinar at a time.
If your designed time is available, fill out our online booking form. Once filled out, the APECS International Directorate will add your event to the APECS Zoom Licence Calendar. Requests are processed by order of submission and time slots are given out on a first come first served basis. Once you see your event listed in the APECS Zoom License Calendar, the time is confirmed for your meeting / webinar.
a) give you access to our Zoom license (reserved ExCom and Council members and selected others members and partners), or
b) book the system for you and find someone with access to our Zoom account to provide technical assistance for you during your webinar.
Your speakers will be added as “panelists” into the Zoom system so that they get their own special log in (with which they can log in earlier than the audience members on the day of the webinar).
ALWAYS use GMT / UTC for booking your times in Zoom (we have preset the system to choosing that time zone).
You can create a custom registration form for your webinar audience to e.g. collect data like “country of residence” or “career status”.
A registration link will be created by Zoom that you can use for advertising the webinar and getting people to register for your webinar. Each participant will be sent automatically by Zoom the actual link to join the webinar after registration.
Webinars should be advertised a minimum of 2 weeks before the webinar to give our members enough time to register!
Minimum of 3 weeks before the webinar: Prepare your announcement and any flyer that you want to use. The advertisement has to contain the:
- Title of the webinar
- Date and time of the webinar (in GMT!)
- Name and affiliation of the speaker
- Registration link
- A one-paragraph description of the content of the webinar
- If possible either a picture or a flyer (flyer is good for advertising on social media!)
- all necessary information is included
- listed times are correct (reconfirm the GMT conversion)
- registration link is correct (reconfirm the link by logging into Zoom)
- Language of the text
A minimum of 2 weeks before the webinar: After your announcement has been checked, the APECS Office will post it on the website and send it through the APECS mailing list.
After the APECS Office has posted your announcement on the website and sent it through the main mailing list, they will inform the Social Media Project Group to spread the info via the APECS social media channels.
After that you can distribute it further to any mailing lists and social media that you see fit.
While people are registering for your webinar, ask your speaker if they would like to organise a test session to check Zoom (not everyone is familiar with the system).
If you yourself need training with Zoom, ask the APECS webinar project group to organize a quick training session for you.
Log into Zoom with the organiser username / password or wait for the technical help to start the session for you.
The speaker should log in with the panelist link you had sent them so that during the call they are able to share their screen with their presentation.
Make sure to log in ca. 15 min before the start (to give you and the speaker enough time check audio settings and the power point / video sharing).
When you want to start the webinar, click “start recording”, so you can record the webinar session
After the webinar, please save the recording to your computer and upload it afterwards to the APECS vimeo account (contact the APECS office for the password) so it can be distributed farther. Also ask the APECS office to add the webinar to the APECS webinar archive.
Do you want to plan a APECS webinar? Here is a step by step list of what has to be done during the planning process of webinars. The earlier you plan your webinars, the better as there are many groups in APECS organizing webinars.
APECS has a subscription for Zoom that our APECS committees and project groups as well as some of our partners that APECS has an agreement with can use for their meetings and webinars:
You can book both Webinars and Meetings via the APECS Zoom licence. For Meetings, you can book two different types:
Option 1: Basic Meetings: These are meetings where you just meet with each other and use audio / video and the chat function. But you will not use extra functions like screen share or recording functions. For these meetings you will not need a password for our Zoom system. You and your participants can just click on the Zoom link that the APECS Secretariat provides for you and the meeting will start automatically.
The APECS Zoom license can hold up to 100 participants per meeting / webinar. As we only have one license, no parallel meetings / webinars can take place and so we are very strict with all of our groups and partners to comply with our Zoom booking instructions on our website to ensure that there are no interruptions of ongoing meetings / webinars.
All groups who want to use our Zoom licences, first have to fill out this online form to reserve the meeting time in our APECS Zoom Use Calendar below.
Afterwards the APECS Secretariat will send you the Zoom link for your meeting / webinar within 24 hours (on weekdays) after booking it. If you have ...
... booked a Basic Meeting, you will not need any password to start your meeting. The meeting is automatically set up to start "without a moderator / host present". In those cases you and your meeting participants can just click on the link provided to you by the APECS Secretariat.
... booked an Advanced Meeting or Webinar, the APECS Secretariat will send you not only your meeting / webinar link but also the current password to start the meeting / webinar.
All meetings times are to be requested in GMT to avoid confusion with time zones. If you are unsure how to convert your local time zone to GMT, check this calculator https://www.timeanddate.com/worldclock/meeting.html (please check this especially during the spring and fall time changes as different countries around the world change times on different dates and this can lead to confusions and wrong time conversions).
Please allow a half hour time period on either side of meetings / webinars that are happening to avoid crashing meetings that may run over time or start early. So please book your webinar not directly back to back with an already listed meeting (unless you have planned in that 30 min gap already in your event time).
Unless otherwise indicated, it will be assumed that you are booking a 60 minute time slot. If your event is longer, please indicate this in the form.
Booking requests will be processed in the order of submission (no exceptions made). There are many APECS committees / project groups as well as APECS partner organisations using our APECS Zoom license for their meetings / webinars and our schedule can fill up very fast. To ensure you get your requested meeting / webinar time, please book your meetings / webinars as early as possible but at a minimum of 48 hours before your meeting / webinar! If your requested time is already booked by another meeting / webinar who booked earlier, you will be required to change to a different time (no exceptions made). The APECS Secretariat will contact you within 24 hours (on weekdays) after your booking in case there are any difficulties with your requested meeting / webinar time.
We know that sometimes plans change and you have to e.g. change an event time or cancel it completely. Please let us know via the above booking form about these changes so that we can then open up unused time slots to other meetings / webinars.
Please note that the times below are displayed in GMT / UTC.