VRCHIVE: experiences conducting an online workshop teaching intergenerational participants to create virtual reality films about their lives during the COVID pandemic

Figures & data

Figure 1. Sample pages from the VRCHIVE workbook.

Figure 2. VRCHIVE digital recruitment poster.

Figure 3. Participants’ local library branches. Created using image from Google Maps (Google, n.d.).

Table 1. Summary of weekly VRCHIVE workshop activities

Date/Session	Activities	Homework Task
Pre-Workshop	Pick up equipment Attend 30-minute ‘info session’	N/A
Week 1	Explain the purpose of the workshop and what will be accomplished Participant introductions and icebreaker activity Define ‘Virtual Reality’ and ‘360° video’, showing video examples Orientation to equipment: camera, VR headset, uploading to computer, shared drive, filming tips	Pairs to record a 360° video in their house and upload it to the shared drive two days before the next session
Week 2	Discuss homework: how did filming go? Equipment instruction refresh, pointers, and suggestions Group discussion on life during COVID-19 with prompts (e.g., Have you started any new family routines? How has this compared to other times of hardship?) Reflective writing exercise: ‘If you were going to describe what COVID-19 has been like for you and your family to the next generation of your family what would you say?’	Pairs to record a 360° video in a different setting (e.g., outdoors) and upload it to the shared drive two days before the next session Each participant to write a ~500-word story about life during COVID-19 to share at the next session
Week 3	Discuss homework: how did the writing go? Equipment instruction refresh, pointers, and suggestions Explain how to record and upload audio Share ~500-word stories with the group. Listeners make note of: (1) what parts of the story produced imagery? (2) what images came to mind? (3) which emotions were elicited? Brainstorm visuals that go along with each story: can you film at this location? If not, where else may be interesting?	Pairs to record final video clips and upload them to the shared drive Pairs to write an editing guideline for the video editor to use
Week 4	Watch each pair’s VRCHIVE films Learn how to watch the films on the VR headset to view in VR Reflect on the filmmaking process: what worked well? What would you change if you could do it again?	N/A
Post-Workshop	Drop off equipment	Each participant to complete online survey Each participant may sign up for an optional phone interview

Figure 4. VR filming tips sheet.

Table 2. Feedback mentioned in each distinct data collection method

	Surveyed Participants (n = 3)	Interviewed Participants (n = 2)	Facilitator Debriefs (n = 3)
More session time should be dedicated to VR equipment training	3/3	2/2	3/3
More session time should be dedicated to the development of the story	2/3	2/2
1-hour long sessions are an appropriate length	3/3	2/2	3/3
The workshop should have more sessions in total	2/3	2/2	3/3
Participants felt supported to complete the project	3/3	2/2
Videoconferencing was an appropriate and effective format for the workshop	3/3
Use Google Hangouts between sessions to answer questions and create a sense of community			3/3
Hold a short Q & A period at end of each session			3/3
Ensure a clear process for the cleaning and return of VR equipment			3/3

Table 3. Facilitator suggestions grouped by session timing

Timing Category	Suggestions
Start of session	Give a 5-minute buffer at the beginning of the session to accommodate late arrivals
	Walking through the agenda is an unnecessary use of the limited time
	Prepare an engaging introduction that considers participants being on mute at baseline
	Use an engaging icebreaker activity for videoconferencing social environment where participants are muted most of the time.
	An open, friendly, and relaxed facilitation style – rather than a formal one – encourages participants to open up with the group sooner.
During the session	Sessions should follow the workbook more to keep facilitators on track and familiarize participants with using it as a reference guide.
	The short independent writing activity was very successful – one participant called it cathartic. The spontaneous writing period during the session yielded more reflective/insightful stories whereas the homework writing yielded more descriptive/analytical stories. Depending on the theme of the workshop, one of these two writing exercises may be favored by facilitators (Depth vs Breadth | Diary vs Laundry List).
	Have participants follow along with demonstrations on their own devices to ensure less engaged participants are paying attention and understand.
	Screen sharing is an effective way to show sample videos during the session. Relate filming tips to the sample films (use ‘dos and don’ts’).
Post-session	Send recap/follow-up e-mails after each session to remind participants to charge equipment before sessions (i.e., to be able to practice along with the facilitator) and of any homework assignments.
General planning	Ensure a dedicated number of days for video-editing staff or volunteers to create the final product by combining participants’ video and audio clips.
	Provide time for participants to review the final product to ensure there are no additional edits to be made.

Table A1. Detailed workshop agenda

Date	Description	Time (Min.)	Additional Class Materials/ Information
Oct. 26 to Nov. 1	Week 0 – Preparation
	Equipment pickup from local libraries	n/a	Ask library representative to: -Manage equipment pickup and sign-out -Send facilitators instructions and requirements for how and where to pick up equipment
Nov. 4	Week 1 – Introduction to the VRCHIVE Course & Learn about VR
	Consent: recording sessions	2	360°video examples: (1) https://www.youtube.com/playlist?list=PL_XjA2Ooy1ZKn5bFP3jyKaLPQE4R6TYPV (2) https://www.youtube.com/watch?v=Wc-0u1wGOX4 (3) https://www.youtube.com/watch?v=aVfvHzAfQZg
	Purpose of Workshop & What we Will Accomplish Together: -Create our own videos documenting life during COVID -Writing and recording a personal reflection or journal about what it has been like during COVID -Filming visuals to go with your story -We are imagining that each of your VR videos will have one story from the grandparent and one from the grandchild, which we will stitch together. Expectations: This workshop will move at a fairly quick pace, and you are expected to work on your projects in between sessions	10
	Introductions (1 min each) -Name -What part of town do you live in? -What interested you about this workshop? -Grandparent/grandchild – how often do you see each other and what sorts of activities do you do together?	10
	Agenda: -Learning about 360°videos -Learning how to use equipment	3
	What is VR – watch 2 examples in headsets and then talk about 360°video	10
	Orientation to the equipment: Camera: setup, on/off Headset: how to put it on, select things, control, hygiene Upload: how to download/upload videos (https://support.google.com/youtube/answer/6161786?hl=en), how to download 360°videos to the headset Filming tips: lighting, height of lens, proximity to camera	20
	Homework: Record a video of something in your house and upload it to drive by Monday	5
Nov. 11	Week 2 – Reflect on COVID & Share Your Story
	Welcome back	2	Page 13 in the workbook – space for reflective writing
	Agenda: -How did the filming go? -Talk about how it’s been during COVID and do a little reflective journaling/writing	3
	Tech refresh: how did the recording go? + pointers	20
	Group discussion: Life during COVID Have you started any new routines as a family? What has been harder? What has been easier or better? Changes in everyday activities – eating, playing, etc. Grandparents: How has this compared to other times of hardship? (e.g., ‘It is Remembrance Day today. How does this pandemic compare to other public health issues we may have experienced – tuberculosis, measles/mumps, polio?’)	20
	Reflective writing: -Short sprint to get our juices flowing, automatic stream of consciousness - If you were going to describe what COVID has been like for your family to the next generation of your family (i.e., 20 years from now), what would you say?	10
	Discuss writing process	5
	Homework: Each participant in each pair: write your own story (around 500 words) We will be sharing with each other next week! But only to reflect positive aspects that we liked best – this is not a critique, and we are not being marked. Just have fun ☺ Film something in a different setting (e.g., outside) and upload to drive by Monday.	5
Nov. 18	Week 3 – Plan & Shoot Your Film
	Welcome back: how did the writing go?	3	Page 19 in the workbook – space for notes about other participants’ stories Page 21 in the workbook – space for brainstorming visuals that can go with your story Set meeting dates for video-editing volunteers
	Agenda: -Share written stories and reflect positive aspects -Discuss visuals to go with your stories. By the end of the class, we are hoping we have some ideas of what we would like to film -Production week: this week’s homework is to shoot and record everything for your VRCHIVE video	2
	Tech refresh (buttons, lighting, height of tripod, etc.) How did it go? Any problems? For audio recording on your phone – go to a quiet place	20
	Share Stories: Let’s go around to each group and have each person read their story. For the rest of the group, as each person reads their story, practice active listening and make notes of the part we like best in our workbooks. We are here to listen and reflect back positive encouragement. This is NOT a critique. Each group has about 5 minutes to share. -What parts could you see in your head and what did it make you think about? -Did an image come to mind? -Which parts were funny, emotional., heartwarming, sad, exciting, etc.? Visual Setting Discussion: Brainstorm visuals that we think might go with your story in our workbooks. Is there a main part of your story that has a location associated with it? Can you film there? If not, is there another setting that might be fun? It does not necessarily need to match or be literal. Also – do you want different settings for each of your stories (e.g., Grandmother looking out the window, grandson outside, etc.) By the end of the brainstorm – participants should have an idea of what they are going to film.	30
	Homework: Film your videos and audio record your stories. Upload to the drive by Monday.	5
Nov. 25	Week 4 – Editing & Sharing
	Agenda: -Watch our VRCHIVE films! -Download your final stories to your headset -Request for feedback: (1) online survey, (2) optional 15-minute phone interview	2	Determine equipment drop-off deadline as COVID-19 restrictions permit Link to private YouTube playlist Link to online survey
	Watch the videos together (5 min watch & 5 min discussion) What was filming like? What worked well? What would you change if you could do it again	40
	Download videos to headset – together as a group	15
	Goodbye! - Private YouTube page to download, watch, and make comments - E-Mail us to set up a phone interview date and time - Return equipment	5

Google. (n.d.). [Map of Toronto]. Retrieved July 10, 2021, from https://www.google.ca/maps

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