6.2 Preparing for a digital dialogue

The majority of the Dialogue sessions we deliver are online via video conferencing. This is because:

Efficiency - Coordinating the diaries of both schools and politicians can be challenging, so running sessions online is logistically easier.

Facilitation - The Politics Project has facilitated Dialogue sessions since 2015. We are experts on ensuring that Dialogue sessions run smoothly and are engaging for all concerned. Due to capacity issues we are unable to facilitate in person Dialogues.

Accessible -  Young people often find it less intimidating to ask direct questions and give their opinions when engaging online rather than in-person. Online sessions also allow easy simultaneous translation of Welsh into English, allowing participants who can’t speak Welsh to still answer questions from learners who prefer to speak Welsh.

Here are the tasks you will need to complete before a Digital Dialogue session.

Check your equipment

For a Digital Dialogue you will need:

Laptop / computer
Screen / projector
Speakers
Strong wifi connection
Webcam
A wireless microphone

We can lend you a webcam or wireless microphone if you do not have access to them.

Computer set-up

It may seem obvious, but make sure you check the following on the laptop or computer you plan to use for the Digital Dialogue: 

• **Strong wifi connection **- It is important you have this in the room where you'll be delivering your sessions, please take this into account when deciding which classroom to use for the event.
• **Projector **- You will need your computer to be connected up to a projector or large whiteboard screen to ensure learners taking part can clearly see the politician and The Politics Project host on screen.
• **Video conferencing platform **- Zoom is our preferred platform of choice for running Digital Dialogues. Some schools have very restricted access, so please make sure that Zoom is not blocked on the laptop or computer you will be using for the session.

Microphone set-up

Wireless microphones greatly improve the interactivity and engagement of a Digital Dialogue session. They:

• Ensure learners can be heard properly on the call.
• Allow learners to easily contribute to a discussion as they can pass the microphone around.
• Make asking questions less intimidating - learners can ask their question from their seat rather than having to come to the front of the class.

Wireless microphones can be a little tricky to set up. Here’s some guidance on setting them up that works with most wireless microphones:

• Most wireless microphones will come with a USB receiver. Insert the USB stick into your laptop or computer.
• Check whether the microphone is selected via zoom, there is an arrow button next to the mute button
• If you click on it, you can select "USB audio device". Make sure this is selected as only your microphone and that your speaker is selected as your speaker of choice.

Webcam and classroom set-up

You should use at least a 720p webcam, though ideally you would have a 1080p or higher. 

The set up of your classroom and position of your webcam can play a big role in the success of a Digital Dialogue. Some things we have noticed that help are: 

• Ensure the webcam is set up so that the learners are facing the camera as well as the screen. This helps the politician feel like they are speaking to the learners face-to-face.
• Ensure chairs are set up so all learners can be seen on the call.
• Ensure the lighting is adjusted so that the learners and politician are both in view. You may need to turn off the light closest to the projector to ensure the politician can be seen, or close blinds behind the learners to ensure they are not in silhouette.

The politician will find it much easier to connect with the learners if they can clearly see their expressions and vice versa.

Here’s an example from a Digital Dialogue of a bad classroom set up:

Here’s an example from a Digital Dialogue of a good classroom set up:

Test call

Once your Digital Dialogue sessions are booked in we will ask you to complete a Test Call with us so we can check that your classroom set up, and all the equipment we have mentioned earlier in this section, is working smoothly. 

This usually takes only around 15 minutes and allows us to solve any technical problems or issues in advance of the day of the session. Technical issues can cause disruption on the call or eat into the time you have with the politician, so the Test Call is an important step to ensure we minimise the chances of that happening.

Provide photo and video permission

Before your Digital Dialogue takes place you will be asked to complete a photo and video permissions form on behalf of your learners. 

Why do we ask for photo and video permission?
We record each session for safeguarding purposes. The content will be securely stored and, unless you provide explicit permission to do so otherwise, it will not be shared with anyone outside our organisation. 

We will also ask if you are able to provide permission for us to share photos and videos from the session in our communications and publicity material. Permission to share photos and videos is not a requirement of the programme but ideally we would like to share these images and photos to celebrate the great work you and your learners have done through the programme!

You will find out more about how we celebrate the work of our teachers and learners on social media later in this training.

We have written a policy statement which sets out how photographs and videos of children involved in our activities should be taken and shared. A copy of this is available here.

How do we collect the photo and video permissions?
We ask teachers to complete a short form on behalf of their learners, specifying the type of permissions they give. If you need an individual learner consent form to hand out, a template for you to use can be found in our "programme documents" section on the teacher portal.

If you have any concerns about collecting photo permissions from your learners, please let us know. We are happy to work with you to make the process as simple as possible.

If you have learners who are not willing or able to give permission to appear on camera they can still take part in the Dialogue session, they will just need to be positioned off camera.