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Organising a Virtual Club MeetingA how to guide

There has been a major disruption in the way bowls clubs around the country are able to operate since the social distancing measures were first put in place. Besides the obvious lack of playing opportunities, clubs are now struggling to undertake basic tasks and operations that previously involved face-to-face meetings.

The changes that resulted from Covid-19 have brought to the fore the importance for club officers to make the most out of the latest technology available to communicate, socialise, make group decisions and generally run their clubs. Virtual club meetings do not just have to be used as a substitute to physical meetings during the Covid-19 period – they can also offer a cost-effective alternative to face-to-face meetings in the long-run. The advantages of conducting virtual meetings also include:

  • saving time from having to travel to the club
  • including more people in the discussion and decision-making process
  • running social activities and staying in touch over the winter period (if that is not possible otherwise)

We recognise that for a lot of club volunteers using virtual conference calling software is unchartered territory and learning a new skill can be very challenging. That is why we have prepared an introductory guide for all bowls clubs thinking about giving virtual meetings a go. We have chosen the Zoom platform for video and audio conferencing because of its popularity among clubs and the features its free version offers.

We have prepared both a video and a Powerpoint presentation attached at the bottom of this page, offering you a step-by-step guidance on how you can download, install and sign-up to the software, as well as schedule and host meetings.

Also attached below are two guidance documents prepared by the Sport England Club Matters Team, giving hints and tips on how clubs can operate virtually. The guidance offers information about various other platforms and software to enable online communication.

For more in-depth tutorials you can access the Zoom Help Centre page here: https://support.zoom.us/hc/en-us/articles/206618765-Zoom-Video-Tutorials.

Please let us know how you get on! Email This email address is being protected from spambots. You need JavaScript enabled to view it. with your stories and experience conducting virtual calls. We will soon be publishing some case studies of clubs who have successfully organised and run their first virtual meetings. Also, do not hesitate to get in touch with us if you have any questions.

Virtual Club Meetings Related Downloads

Preparing Your Committee to Operate Virtually (PDF Format): Click here to download

Running Virtual Meetings inc AGMs Effectively (PDF Format): Click here to download

Introduction to Zoom (Powerpoint Format): Click here to download