Responding to the Covid-19 situation, In The Moment has gone online!

 

In line with government instructions, all activities at In The Moment, Berkeley St have closed down for the time being.  However In The Moment Online has been created in order to sustain and entertain you, to give you purpose and strength during lockdown, to maintain continuity & community, to give support & help with work and all aspects of life, and to maintain some level of income during a challenging time.

This guidance has been prepared to help anyone who wants to go online with their classes and activities working with In The Moment, but is not sure how to do it or just needs help and encouragement.  To help with some of the initial cost and practical organisation involved.  To give a substantial boost to the advertising, marketing and exposure of your online content.  To allow you to be part of a community and not feel so isolated right now, and also build a stronger community for the future once we get past the present challenges.  Apologies for the lengthy document but there is a lot of information to convey.

  • There will be a programme of classes, workshops or any other relevant events run jointly under your name and the In The Moment ‘umbrella’.
  • I have a Zoom account for In The Moment which can be used by anyone involved in the programme so they can host their events without having the hassle or cost of setting up or continuing their own account.
  • There is help and support in using Zoom and in running online content in general.
  • I will advertise all of the events within the programme through In The Moment’s usual channels of newsletters, Facebook, website etc. (You can continue to help by also advertising through your own channels.)
  • Anyone who has practical difficulties in providing their online content from home can use one of the rooms at In The Moment to work from.  (The building is closed to any group activity but individuals can still use it.)
  • Financially the model is that classes and events can be by donation or by fixed price with revenue to be shared by the teacher and In The Moment as appropriate in exchange for the hosting, back up, advertising etc.  (No fixed proportion – what you think is fair and justified.)

Please consider if you would like to join in this programme now that it has been launched or if you have any additional suggestions or offerings to help it work best for all.

Some of this information is aimed at those who are running a class, workshop or other event – ‘hosts’ – and some of it is aimed at those attending these events – ‘participants’.  If you’re a host, please feel free to share the General Information For All and the links with your participants if you want, but please don’t share the Specific Information For Hosts.  In this document, all classes, workshops, events etc will be referred to as ‘sessions’.  It’s been a steep learning curve for most of us (certainly for me), and there’s still a lot more to learn, so I apologise if there are any errors or inaccuracies.  Please let me know if anything needs changed or if you have anything useful to add.    Please check back from time to time as this guidance will be updated in the light of experience.

 

General Information For All

  • All you need to participate is a computer/laptop/tablet/phone enabled with a camera and microphone.
  • A good quality broadband connection is recommended and it’s better if bandwidth is not being shared with other users in the household during the session.
  • It’s recommended that hosts and participants should shut down all other applications on their devices so that notifications (eg e-mails or messenger notifications) do not disturb the session and bandwidth is freed for a better connection.
  • A good quality webcam and microphone are recommended, though inbuilt ones may be fine on many devices.
  • If you want to know more about Zoom, checkout the links below which give lots of instruction on the ‘nuts & bolts’, ie what features there are, how they work, what to click on etc.
  • Enquire, book and pay direct with your host who will then share a link and password with you for each session. Click on the link and follow the instructions, using the password where asked, to access the session.
  • If installing Zoom only download direct from Zoom and not from any other installer.
  • Sessions should be password protected to make them secure.
  • Sessions should be locked once all the participants are in.
  • It’s a good idea to prepare yourself and your personal space in an appropriate way.
  • For example, make physical space, remove distractions, adjust lighting and heating, light a candle or use oils or incense etc as appropriate.
  • Make sure any radios, tvs, phones etc are turned off.
  • Ensure your family, pets or flatmates etc don’t infringe your space during the session.
  • Give yourself a few minutes quiet time in advance of the session to be fully prepared.
  • Don’t be late, rushing in at the last minute (you might be locked out if late!).
  • Make sure you’ve hydrated and eaten (if and as appropriate), and been to the toilet before the start of the session.
  • There is a ‘Waiting Room’ function so the host and participants can gather a few minutes in advance of the start of the session and ‘be prepared and settled’.
  • It’s recommended that participants mute their microphones when not talking. This eliminates any background noises or interruptions and improves sound quality for all.
  • It’s recommended that participants use the ‘Speaker View’ and ‘Full Screen’ options in the top right of the screen.
  • If wanted and available, a laptop (or other device) screen can be mirrored onto a larger screen (eg tv), either wirelessly or by HDMI connection if available, if this gives better viewing.

 

Specific Information For Hosts

  • The programme will be open to all qualified hosts, whether they have previously physically worked at ITM or not.
  • Anything that would normally come under the remit at ITM will be allowed, so classes, workshops, courses, one-off sessions, counselling, life coaching, group, 1:1s etc so long as they come under the overall holistic wellbeing umbrella.
  • Hosts should double-check that their insurance covers them for teaching online.
  • ITM has a Zoom Pro Account and will allow hosts to use it free of charge; will provide the host with a link and password for each event and will give them ‘Zoom host’ status for their own events.
  • Hosts choosing to use their own Zoom (or other) account are free to timetable their own time-slots.
  • Hosts using ITM’s Zoom account will need to work with agreed time-slots in order to avoid clashes.
  • Hosts should contact me as soon as possible to arrange time-slots and to give me advertising & promotion information about their sessions.
  • Effectively unlimited numbers of sessions are available (provided there are no timetabling clashes).
  • Effectively the number of participants per session is unlimited (actual limit is 100).
  • Hosts will take enquiries, bookings and payments direct from their participants; will share the link and password for each session with them and generally have full management of their own sessions.
  • Hosts using ITM’s Zoom account must inform me as soon as they have any confirmed bookings for any session (including weekly repeating sessions) so I can issue the link and password which will be required.
  • Zoom links should not be put out publicly on social media etc, only shared directly with booked participants via e-mail or any other private means.
  • Payments can be taken via Zoom if a host has their own Zoom account and can link their Paypal account to it. Payments will not be possible via In The Moment’s Zoom account.
  • Other means of receiving payments are either by a BACS payment direct to the host’s bank account; by Paypal if the host uses it; or by any direct payment link the host may use on their own website.
  • Payments from the host to In The Moment will be by BACS.
  • There is no fixed charge hosts will make to participants. This will depend on the type of activity, numbers involved, established practice etc.  Some hosts may wish to make their sessions ‘by donation’, but it is expected that participants should donate something, even if minimal.
  • There is no fixed percentage or amount with regards to remuneration to ITM, but the model is that whatever the host feels is an appropriate share should be paid over to ITM.
  • Any host who can’t work from home and needs a space to conduct their sessions from can use a room at ITM (with appropriate, safe, isolated travel to and from). ITM will not charge for this but it will be expected that it will be taken into consideration when passing on a contribution to ITM.
  • If moving around, a wireless headset or earbuds which connect wirelessly to your device are recommended (sound quality, durability, and comfort being the main criteria to guide you).
  • A neutral background with minimal features is recommended, especially for any hosts demonstrating movement of any form. There is a ‘Virtual Background’ feature on Zoom but I’m still exploring this so can’t give you any instructions on this yet.  Hosts could improvise, using plain curtains or a sheet hung up as a backdrop.
  • It’s recommended that all hosts try a free account first to get familiar with the system and to test all these hardware items out in advance with a practice session – maybe just with a few friends or family.
  • Hosts can also share their computer screen with their participants, eg to make a slide presentation.
  • Hosts may want to play background music from their computer.  This can be done but it is not possible to modulate the volume of the music and the host’s voice separately, so this may not work very successfully.  If hosts do want to play music from their computer, the menu route is Share Screen > Advanced > Music or Computer Sound Only.
  • It is possible for hosts to play background music from a separate device at a lower volume but there may be quality issues or sound interference.
  • Whatever choice hosts make it’s recommended to explore music sharing set-up and settings in advance and adjust the volume to the desired level to suit all participants.
  • Screen mirroring, as in the general notes above, may be useful if running a session with a large number of participants.
  • If appropriate to the activity, larger groups can be broken into smaller groups in virtual breakout rooms.
  • Sessions can be recorded to the cloud and then retrieved for checking or sharing if desired.
  • If you want to record a session, ask permission from all your participants and agree with whom it can be shared, either before the session or at the beginning.
  • It is recommended that hosts encourage participants to prepare their personal space as in the general notes above and also check they have their screens and microphones set appropriately, as recommended in these notes.
  • It’s recommended that hosts use ‘Gallery View’ and ‘Full Screen’ options in the top right of the screen.
  • An opening welcome ‘chat’ and/or introductions are/is recommended to enhance the sense of community amongst participants where appropriate.
  • Similarly a closing chat/feedback may be a good idea.
  • For movement forms it’s recommended that named verbal adjustment is consented in advance.
  • Customary languaging of instructions and cues may need to be modified for the online environment.
  • If a host needs to retain a list of attendees, they can open up the participants tab and screenshot the list of attendees.

 

Useful Links

https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials?flash_digest=f7810c9a9808e02ac2fd705ecaae54c28587ba6c

https://embodiedfacilitator.com/resources-for-embodiment/?fbclid=IwAR3ZsX2MAOsUbXa3CkmT0awFPE0bCWRW-AZpVfflUObfWHyMCo1yDPMObrU

https://www.youtube.com/watch?v=6i-NA563Ojk&feature=youtu.be

https://blog.zoom.us/wordpress/2020/03/20/keep-the-party-crashers-from-crashing-your-zoom-event/

file:///C:/Users/Graeme.Jude-PC/Dropbox/Yoga%20&%20Therapies/ITM/ITM%20Online/Zoom%20settings%20-%20guidelines%20for%20participants%20by%20Moira%20Munroe-1.pdf