Checklist for livestreamed presentation

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Thank you for accepting the Society’s invitation to present at a livestreamed event or conference. In association with your presentation, you will receive a run through with the Society of the Zoom livestreamed experience. This run through is summarised below for your reference after that session, and by way of a refresher before your live event.

Your presentation environment

  • To avoid any surprises on the day of your live event, it is prudent to ensure that your technology, device set up, seating and background arrangement is the same as that tested in your run through session.
  • Consider the run through as a simulation of your live event.
  • If this is not going to be case, please contact the Society (at least 24 hours) before your live event so that you can have a brief practice under your live event conditions.

Entering the Zoom environment

  • When you first enter the Zoom environment you will be able to hear and see the Society host.
  • Your mic and camera may also automatically be on. If they are not, the host will enable them for you.
  • We will ensure your mic and camera are running smoothly, and that you can hear and see the host (and yourself) and any other panellists.
  • We will also ensure you have engaged the Chat Box and can see, and communicate in, it.
  • We can problem-solve, accordingly.

Fifteen minutes prior to scheduled start time
(The actual time* will depend on the event – you will receive instructions, accordingly)

  • Logging in at least 15* minutes before go-live may seem like a long time, but based on (nerve-wracking) experience, this is generally the minimum length of time required to ensure that you as presenter are ready, that slide share and other zoom features are working, and a revision of the opening script is achieved.
  • In Zoom, a presenter is termed a ‘Panellist’.
  • Log into the event via the panellist Zoom link you will have received by email from the Society.
  • The Zoom link is likely to corrupt if it is cut and pasted, transcribed or otherwise. Click the original Zoom link sent by the Society.
  • At this stage, the event is not broadcasting and is in ‘practice mode’.
  • In practice mode it is just you (as panellist), any other presenters and the host.
  • This event will not go live until the host broadcasts – and this will be when you feel ready but ideally 2 minutes before the scheduled go-live time so you can start presenting on time.

Five minutes prior to scheduled start time
Approximately 5 minutes before go-live, the host will ask that you turn off your mic and camera to give you time to gather your thoughts and undertake whatever practices you do to prepare for public speaking.

Two minutes prior to scheduled start time

  • The host hits broadcast approximately 2 minutes before the listed start time.
  • This allows participants to enter the virtual room and read the holding slide.
  • In the 2 minutes when the event is live, your mic and camera should remain off unless otherwise agreed.
  • At the scheduled presentation start time (for example, 4pm for a 4-5pm session) you will receive a prompt on your screen from the host to unmute your mic and turn on your camera.
  • Immediately you unmute yourself and turn on your camera, you start speaking to your participants.
  • You will see the numbers on the ‘Participants’ icon rapidly increasing as participants enter the virtual room.
  • You will receive a participant list the day before your event so you will know how many to expect.
  • If participants are taking a while to join, the host may make a call to start anyway, and will send you a private Chat Box message, accordingly.

The introduction (for solo or opening presenters)

  • The Society will send through an introductory/holding slide for inclusion at the top of your slide pack.
  • Participants will have been introduced to you via your bio in our promotional material. In a livestreamed format it is most practical for you, once live, to briefly introduce yourself informally. This also assists with initial participant engagement.
  • If the event is formatted to include a facilitator (such as for a panel session), they will attend to introductions.
  • Open your session with your welcome; a brief background on you and/or your topic; your session format and when you will address participant questions; and a question to the participants so they immediately engage with their Chat Box.

Engaging your participants

  • Solo and opening presenters should use a ‘warm up’ question inviting participants to comment in the Chat Box. This will get participants engaged and thinking straight away. Based on experience, presenters who do not engage at this critical early stage receive less engagement throughout.
  • If your Chat Box disappears find your black tool bar and click ‘more’ for a drop down menu. ‘Chat’ is the first listed – click on it.
  • Encourage your participants to use ‘Everyone’ view in Chat Box so that all attendees receive the benefit of their input.
  • Some participants feel more at ease communicating anonymously. As such, it helps if you can remind participants that they can send you a private chat by prefacing their question/comment by typing in ‘Anon’. If they do this, you can read out their question without referencing their name.

Ending the event (for solo and closing presenters)

  • The event will end, ideally, at the scheduled time. However, if content or question time runs over, let participants know the new end time (no more than 10 mins over) but they can leave if they need to.
  • At close, leave your slides (i.e. your closing slide) up until the host stops broadcasting. If you stop share at the end of your session participants may see your desktop.
  • In the practice session, the presenter and host may agree on a phrase cue to end the broadcast…such as ‘Thank you for your time, if there are no more questions, we’ll end the session now’. The host will then know to end the broadcast.
  • Otherwise, at the session’s natural conclusion – after content ends and/or questions conclude – the presenter can say something to indicate the session has ended, and host may type a ‘Goodbye and thank you’ into the Chat Box and end broadcast.

Practice session summary

  1. By the end of your practice session you will have received a basic tour of Zoom features to be used during your livestreamed session.
  2. You will know that the preferable set up for you is to only have one device screen open.
  3. To confirm, we only offer participants Chat Box to engage with your session.
  4. You will have practised using Chat Box so you know what you will see and where to access it during the session.
  5. For livestreamed sessions we encourage plenty of visuals.
  6. You will have sent a copy of all slide presentations being used on the day to the Society so that the host can, in the case of a technical glitch, take over sharing your presentation/s.
  7. You will have practised sharing your screen to show slides.
  8. Ideally, have your slides open (on your desktop) and ready to access for sharing.
  9. To optimise the participant’s view, you will have learned how to share your slide show, and right click on your screen for menu and click on ‘Hide Presenter View’.
  10. To access your slide notes (if you have them), you will have printed them or if you are comfortable using more than one screen, set them up for viewing on a second screen.
  11. You ensured you could see yourself and the host on the right of your screen, along with your opened Chat Box.
  12. Once broadcasting, the host’s camera and mic are off and hidden however you can communicate with the host via Chat Box (submit chat to All Panellists) or text (the host will provide you with their mobile number) as required. The host will never call you during a presentation unless the session corrupts or you need guidance to rebroadcast.
  13. During your presentation have your mobile on silent or low vibrate in case the host is attempting to communicate with you but do not take a call.
  14. You will have considered what introductory question/s (these can be formal or conversational) you will ask participants in the first few minutes to have them practice using their Chat Box function, and to ‘break the ice’.
  15. You will have considered when you will address questions via Chat Box (either throughout, or at a dedicated time at the end of content sharing) and will be ready to communicate this to your participants in the opening few words at the beginning of your session.
  16. You will know to mention that the Society’s feedback survey provides an opportunity for questions/comments that were not shared during the livestreamed session. (The Society will send any such questions to you after the event).
  17. You will know that Chat Box questions/comments can be scrolled (if a question cannot be addressed at the time).
  18. Additionally, you will know that a Chat Box log is automatically generated post-event for review if any questions/comments were missed. Ideally, mention this to your participants if you run overtime.