Guidance on online/hybrid network events

CforG organises regular online or hybrid events, to build skills, share learning and build peer support among our members.  We seek to make these events as useful, accessible and welcoming as we can.  We are committed to online safety, data protection and confidentiality. Updated 13 October 2025

 

Scope of this guidance

• Applies to any online/hybrid event organised by CforG events group
• Fringe events and special interest groups run by members may opt in.

 

General rules

Recording

• Events and meetings should not be recorded unless there is a valid reason, e.g. a talk by an external speaker.
• Recording may impact attendance, interaction and participation levels of the audience.
• If an event or meeting is recorded:
  • Explicit consent from all attendees is required, e.g. by ticking a box when booking. Implicit consent (i.e. non-objection) is not explicit consent.
  • It needs to be clearly stated at the booking stage how the recording will be used, how/where it will be stored and now long it will be kept.

 

AI Assistants

• AI Assistants work by recording the event/meeting so are covered under “Recording” from the point-of-view of event organisers: AI assistants should not be used.
• Similarly, AI Assistants should not be used by attendees as other attendees will not have had the opportunity to give explicit informed consent before the event.

 

Screenshots

• If taking a screenshot at an event/meeting, give all attendees explicitly the opportunity to turn off their camera and/or change their name and ensure that non-video participants are not showing on the screen.
• Be clear how the screenshot will be used, how/where it will be stored and for how long.

 

Access needs

• Enquire about people’s access needs at the booking stage and ensure they are met when reasonably possible.
• Ensure closed captioning is enabled.