So what are the steps to creating your own monitored webinar?
Last updated July 27, 2018
With our Monitored service, you are still responsible for the event setup and delivery of the event within the platform. The WorkCast support team will help you through this process and will also provide support during your live event through our event monitoring station. So you'll have help and guidance when you need it. However, you take ownership of the event and make sure your presenters know what to do and how to do it.
This service suits event managers who regularly run events and have taken time to learn the WorkCast platform. The support is there to provide guidance and advice during your live event, but ultimately you are in control of running your live webinar.
- Create your event using the event master template in your account. If you have a monitored support licence then your event will be flagged by our event support team (if you are unsure contact us at email@example.com).
- Use our event set up steps to create and configure your event
Main Event Structure:
- Creating your Event
- Creating your Presentation
- Before your Event
- Running your Event
- Post Event
Step 1 : Creating your Event
Please watch the following video which guides you through how to create your first webinar. Written instructions to go along with this video can be found here - http://insite.workcast.com/creating-your-event
2. Creating your Presentation
You can also upload a PowerPoint Presentation for your event to The WorkCast Platform. Presentation slides should be added in .ppt or .pptx format. The platform does not accept pdf.
PowerPoint slides should be 16:9 (1280x720) or 4:3 (1024x768) dimensions.
Slides are loaded through the WorkCast Studio which is accessed by clicking on the Present Now button in your session.
Once in the Studio go to the Session Content pod to load your slides. You then view and control your slides in the Media Hub pod.
You can also include videos in your PowerPoint deck. However, there are some important best practice guidelines you'll need to follow:
- Check the file size of your presentation. The WorkCast Platform can accept all file sizes but you may experience issues uploading a very large file if your network has upload limits. We would advice a PowerPoint file no larger than 300MB.
- If your event starts with a video then load a static slide into your presentation before it. This allows you to control the start of your video playback by simply moving to the next slide to trigger the video replay.
- During the playback of your video you should not transition your slides as this will stop the video and move the the next/previous slide. You can use the Lock Slides function in the Media Hub which deactivates the slide controls for presenters to avoid accidental slide transitions.
- All content and images within the PowerPoint should be embeded, avoid externally referenced content as this will be identified as a security risk and will stop your content form being loaded. Further information on how to identify and remove referenced content can be found here
If your PowerPoint contains videos, ensure you test the replay of these. It is important to set embedded video to auto play.
When creating a video to include in a presentation follow these guidelines:
- video no more than 750kbps
- mp4 h.264
- Video frame rate 25 (FPS)
- audio no more than 128kbps
- AAC audio profile
- Audio Sample Rate 44100/48000
3. Before your event
Prior to the event day it is worth ensuring you have a rehearsal with any presenters taking part on the day of your live event to ensure everyone knows their role during the event.
- Ensure everyone has the correct login details
- Try the audio options, presenters can either dial in or use their computer microphone
- Who is opening the event with an introduction, who is moving the slides, who is pushing out the polls
Click here to see a full checklist to review as part of your rehearsal and event set up.
Presenter login details
Once you have added your presenter to your event you can send them their login details directly from the WorkCast Platform. Simply click on the 'Email Login Details' button above the presenter information in your session, choose the presenters you wish to email from the list and this will then send an email to your presenter with their login details.
If you are using phone bridge audio the dial in details are displayed in the WorkCast Studio when you and your presenters login. If not they can connect their microphone using the Presenter Audio pod in the studio.
4. Running your Event
The key items to consider on the day of your event are your presenters and your audience. Below you will find some best practice guides. Your WokCast Event Manager will be online 30 minutes prior to the live event and will monitor during the live event duration. If you need to speak to them use the presenter chat within the WorkCast Studio.
Ensuring your presenters have a wired internet connection, landline telephone and use a telephone headset or handset are key examples of best practice. View our PDF for presenter best practice.
To view a webinar smoothly and without interuption you'll need a good internet connection. Most common issues are covered on the buffering and streaming guide article. Your audience can check their connection suitability using the following test page - http://www.workcast.com/test-your-connection
5. Post Event
After your live event has taken place, you can navigate to your event session where there will be an option to make the webinar available on-demand. Once you click to ok this your media will update on your existing session. This means your event URL stays exactly the same as your live event. Details on how to create your ondemand can be found here - http://insite.workcast.com/how-to-make-an-on-demand-webinar-from-a-live-event
WorkCast Monitoring Station
The WorkCast Monitoring station allows our support teams to review and monitor your event. Our Monitoring team are constantly supervising all live events running on the platform and will proactively oversee the attendee experience, platform data, as well as advanced analytics on attendee behavior, to spot any potential issues. This is all run from our Monitoring stations, which use multiple devices, networks and inputs to ensure events run as smoothly as possible.
As well as this we can also provide an event checking service. This will provide checks based on your event being set up using a master event template. The check will be run 24hrs before your live event (or the first working day before your event)
We will check:
- Slides/Video upload
- Reminder Email set up
- Documents and links attached
- Presenter details (as displayed in your registration/auditorium pages)
- Splash images in auditoriums
- Start time/duration
- Chat/question functionality
The platform user who set up the event will receive an email with the results of this check.
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