Information Services


Examples of recent online events and good practice across the University.

Undergraduate Virtual Open Days - EventsAIR

Open days are the flagship events in the University’s undergraduate recruitment calendar, attracting up to 10,000 visitors to the city.  

With COVID restrictions in place the Student Recruitment and Admissions team (SRA) needed a digital alternative to continue to share all the University has to offer with prospective students. Using the EventsAIR platform the team built a two day event comprising webinar-style talks and a virtual exhibition. Exhibition stands were staffed by over 700 colleagues in total representing all schools and a range of services.  These stands were used to provide visitors with video content, useful files and links to more information.  

  • The text chat feature enabled interaction between attendees and exhibitors, with over 1300 conversations taking place.
  • 94.5% of attendees survey found the event “useful” or “very useful”
  • 77% of attendees said that they were more likely to apply or accept an offer from the University as a result.

The below images show what the Undergraduate Virtual Open Days looked like on the EventsAIR platform, showing the custom University of Edinburgh branding throughout:

Image of eventsair use case
This image shows the "landing page" for the event, where users could click on specific schools they were interested in


Image of the Virtual Open day event on the EventsAIR platform
This image shows an example of pre-recorded videos being added to EventsAIR, for users to view at any time during the event.


ISG All Staff Meeting - Teams Live Events

The Information Services Group employs approximately 750 members of staff. Pre-COVID-19, we held quarterly town hall style all staff events that would see around 200 join us physically to hear the latest news and updates from across the group.

Obviously we can’t do that in the current climate and so we turned to Microsoft Teams Live Events, as a supported service and one that can accommodate large numbers of both presenters and attendees online. Our first two Live events saw an average of 450 staff attendees, setting a new attendance record for our all staff meetings. Normally we would receive 10-20 questions during a physical event but online this increased to 80-100 questions, which were all managed during the event or very shortly afterwards.

When we asked staff what they thought about the online events and our internal communications, they responded with a 97.9% approval rating, which is impressive at a time when we’ve all had to adapt to new ways of keeping in touch and staying close as a community of staff and colleagues.

Technology is an important ally at this time as it gives us the channel to ensure we can continue with our large gatherings. In fact, it has done more than just replace our physical event, it has enabled more than twice as many staff to join and participate than previously.

ISG is doing all it can just now to ensure the wider University is aware and supported with such solutions. I, personally have found using Microsoft Teams Live Events fairly easy to navigate and producing the events has been a reasonably smooth affair, with the odd exception of a presenter’s ropey broadband. The major challenge is keeping the presenters quiet when they are off camera. Given my experience, I would absolutely recommend Microsoft Teams Live Events to anyone planning to run a large online event.


RDMF20: RDM and Data Sharing/Openness in the Arts - Virtual Forum - Zoom 

The Digital Curation Centre's Research and Data Management forum which was due to take place in April in London has been rescheduled as an online event. The RDMF event took place as a Zoom meeting in June.

For further information on the RDMF20 event, please see the following:

RDMF20: RDM and Data Sharing/Openness in the Arts

Making the most of DMPOnline tool - Zoom

The Digital Curation Centre set up a virtual event "Making the most of DMPOnline" using Zoom to help institutional subscribers to use their DMPOnline tool. The Zoom virtual event ran as an online workshop in April, providing users with guidance on the tool, and a question and answer session. 

For further information on the RDMF20 event, please see the following: 

Making the most of DMPOnline - Zoom event