Step 1 - Planning the Virtual Agenda
It is important that clients create an agenda that lends itself to a virtual environment.
Key things are a 10-minute break between sessions and they do not overload the day with too many sessions
Step 2 - Guide for Presenting at a Virtual Event
Speakers are having to present from home. They need guidance on best practices for presenting from home. They need to do a speed test to ensure they have adequate internet. The back up is that they dial into the Zoom meeting on their phone and we load a photo of them for the live stream.
Step 3 - The Virtual Studio
It's important that it is really easy for the speaker to join the Virtual Studio (e.g. Zoom, Skype). Most speakers are used to using these peer to peer video platforms.
Step 4 - Planning Your Remote Presentation
Presenting remotely is a very different experience to that of presenting in the traditional conference venue. With this in mind, your presentation needs to be adapted accordingly.
Step 5 - The Running Order
The Running Order is the beating heart of the live stream. The running order details the sessions, start and timings, the speakers, and what the actual running order is and they translate into a live stream order.
Step 6 - Branding & Design
We will need assets to bring your live stream to the brand. It's very easy and straight forward.
Step 7 - Speaker Technical Rehearsals
To run an effective speaker technical rehearsal, we need the running order to be completed. The rehearsal does not need the streaming technician to attend. It is to ensure that the speaker can enter the Virtual Studio (e.g. Zoom, Skype) and then do a video and mic check. We will also ensure that, if any speakers are using Powerpoint, they know how to share their screen, see the Q&A link, and have received a test question, live poll link, etc.
Ideally, they should have their internet speed test result to hand as well.
Step 9 - Go Live
Make sure that the client has sent a link to the virtual studio to the speakers. Use the same Zoom link for the entire day. The speaker should also be sent the Q&A link and Live Poll link if relevant. Get speakers to join a minimum of 20 minutes before "go live". Then do another quick video and mic check and make sure the speakers are aware of the back-up plan to dial in on the phone.