Online self-directed learning for Event and Meet-up Hosts hosting face-to-face events

FACE-TO-FACE EVENT AND MEET-UP HOST TRAINING

Welcome to the online training for Face-to-face Meet-Up and Event Host volunteers! Here you will find everything you need to know to prepare you for your role. Please read the information and complete the training videos.

If you would prefer to attend live training rather than watching the training recordings, please email us at oustudents-meetups@open.ac.uk and we will organise a training session when we have enough interest.

Aims and objectives

To learn how to set up, promote, and run meet-ups and events.
To understand how to run events safely and securely.

Outcomes

By the end of the training, you will have:

An understanding of how to set up, promote and run meet-ups and events.
Knowledge of safety and security practices and how to implement them.

Face-to-face Hosting for Event and Meet-up Host training topics

Each topic below corresponds with information you will need to get the most out of your time volunteering and holding online events and meet-ups. Please read through and watch the training videos and complete your online hosting training.

What is my role and what do I need to do?

As a Face-to-face Event and Meet-up Host you will help us promote the Students Association and engage with our student community through hosting events. You will be facilitating face-to-face meet-ups or events for students in your local area.

The time commitment is flexible. You may like to host regular sessions, e.g. monthly or every other month, or just host a one-off session. It may also take you an hour or so to set up the session and promote it on various platforms.

You might like to meet up for a coffee in a local café, study together at a local library, or you could even hold a social event such as a quiz.

Key information for face-to-face hosts

The events you will be organising are can be attended by adult OU students, any OU student under 18 with a parent or guardian present, Alumni and Honorary Life Members.

You should ensure you have the following in place for your face-to-face event:

A confirmed time, date, and venue.
Information on The Association to signpost students to if they have any questions about what we do.
Read the Values and Behaviours policy (PDF)
Make sure you follow the safety and security guidance in the training recording, including letting someone (family member or friend) know about the meet-up and not sharing the venue address on social media.
Let us know about your event in plenty of time if possible so that we can help to promote it for you. Please complete the face-to-face event form
Keep your expenses receipts! Face-to-face Event and Meet-up Hosts can claim back their expenses for running in-person events, which includes reasonable expenses for mileage and parking or for public transport to and from the meet-up venue, and also for a tea, coffee or soft drink when you are hosting your event. Simply look at our resources page to have a read of our Travel and Subsistence policy, complete the forms and submit your receipts (scans/photographs are acceptable) by email to oustudents-meetups@open.ac.uk

When choosing a venue, please consider:

Where: Popular places for meet-ups in the past have been coffee shop or pub meet-ups. Informal settings work well so people can arrive and leave when they like. Make sure it’s in a public place.
Accessibility: Is this venue accessible to everyone attending? Somewhere with wheelchair access would be ideal.
Transport links: Make sure the venue has good public transport links.
Price: Check the venue has inexpensive food and drink options.
Insurance: Does the venue have Public Liability Insurance (or the equivalent in your country) and is it displayed in the venue?

Hosting tips:

Arrive early and make yourself noticeable. Students often feel nervous showing up to their first meet-up, so greeting them, putting up a sign and wearing a name tag can go a long way! Email us at oustudents-meetups@open.ac.uk if you’d like some Association freebies to hand out at the meet-up.
You may like to prepare a few questions or conversation starters to get the event going.
Try to keep to your advertised event times.
Reflect on how regularly you may like to meet so that you can discuss future meet-ups with attendees during your meet-up.
We recommend you consider alternating between a face-to-face Meet-up and an online Meet-up to ensure those who are unable to, or are uncomfortable with meeting in person, still have a regular opportunity to connect with fellow students.
A co-host is not a necessity for face-to-face events (unlike online events) because of the limited number of Face-to-face Meet-Up and Event Hosts we have, and the wide are of where you all live. However if there is another Meet-Up and Event Host in your area, please do join up to host an event together. If you have any concerns about hosting alone, please do let us know.

After the event:

Please let us know how your event went and how many students turned up. You can do so by emailing us at please email us at oustudents-meetups@open.ac.uk or filling in our feedback form.
Share stories from your event with us, via the email address above or our social media channels. You could also ask participants if they would be happy with you taking a photo of everyone for us to share on our website and social media.

Face-to-face event training

Watch the training recording for hosting face-to-face events.
Review the slides before/after watching the recording if you would like to.

This training is mandatory.

Values and Behaviour Policy

The Values and Behaviours policy is shared on the event page of all face-to-face events for attendees to read. If someone is not adhering to this at the event, remind them of the policy or ask them to leave. Note down their name and any other details and let the Community Team know afterwards if you have had any incidents at oustudents-community@open.ac.uk. Ask attendees if they are ok – let them know they can email the Community Team at oustudents-community@open.ac.uk to have a debrief or discuss the issue if they’d like to.p>

Additional training

We have had some previous training delivered by Emma Greenstein, who is a Mental Health Adviser at the Open University, which you can watch on the links below. The intention of the training is that it should help you feel better prepared should you find yourself in a difficult situation when hosting an event or meet-up with students online or if you need to respond to a student who is in severe distress or is suicidal. Should you respond to a situation like this, we ask you to report it to us (at at oustudents-community@open.ac.uk), so we can take the necessary steps from our end, and best support you.

This training covers some sensitive and upsetting topics, including suicide and self-harm. Please look after yourselves, and get in touch if you need to talk anything through or if you need help accessing support.

Dealing with difficult situations training recording

Responding to distressed and suicidal students training recording

Students who may need support

From time to time, event hosts find that students access our events at times of crisis. It is important to be clear about the boundaries here, and that our events are not a therapeutic space. Empathy and understanding are important, but it is not your responsibility to support any students who find themselves in that situation. Have some key support links on hand: Talk Campus, Shout 85258, and Samaritans.

Should you respond to a difficult situation like this, we ask you to report it to us (at oustudents-community@open.ac.uk), so we can take the necessary steps from our end, and best support you.

Who do I reach out to for support?

Please contact the Community Team at oustudents-meetups@open.ac.uk with any queries.

Looking after your wellbeing

You will likely be carrying out some of your role at home, so please be mindful of your workspace and wellbeing. Make sure you are comfortable and take breaks away from the screen. Make sure you look after yourself at events too. .

Here are some simple steps to take care of yourself and others: .

Remember, you want to be the example of how you wish our community to interact.

Set your boundaries, for example the times you chose to carry out your volunteering role.
Be firm about how long you’ll spend each time you do your volunteering.
Talk to your fellow volunteers, The Community Team and the Volunteering & Representation team if anything is worrying you in your role.
Go easy on yourself! You work hard to ensure that our community is healthy, happy, and safe. Pat yourself on the back for a job well done and treat yourself to some self-care.

Remember, you want to be the example of how you wish our community to interact. .

Be visible, positive, and encouraging!

Taking a break

If you are not able to carry out your volunteering role for a while for whatever reason please let the Volunteering and Representation team know so they can support you in taking a break and look for cover for that role. .

You’ll find more information about taking a break in the volunteer handbook.

Complete your training for face-to-face hosting here

click this link and complete the declaration form