Best Practice and Studio Troubleshooting
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  3. Best Practice and Studio Troubleshooting

Live Event Sample Script

Here at WorkCast we have delivered thousands of online events since 2010. As a result, we have developed our own style, and below is a guideline. You are welcome to take this and build upon it so it reflects your communication style

Interactive Live Event

Snippet to put in Presenter Only Chat 40 mins before the live event start time. 

Hello! XXXXX here from XXXXX. I'll be joining the line shortly - in the meantime, please make sure you have the 'My Connections' pod open in order to connect your webcam and audio. If you are having any problems, please dial in using the phone in details in the top right of your screen and I can walk you through when I join. Thanks!

Next actions (30 mins before the start time of the event) 

  • Introduce self verbally on the line

  • Confirm we're in rehearsal mode at the moment - no attendee can see or hear us even if they are on the auditorium page

  • Once confirmed all participants are here, check event setup:

    - Confirm who is speaking (presenters, moderator & if anyone will be screen sharing)
    - Ask speakers to rename their thumbnail images if it isn't showing their name
  • My Connections Pod:

    - Microphone - muting & unmuting button

    - Highlight the importance of muting while the event is live if they are not talking, to avoid       background noise interruptions
    - Camera - start & stop button
    - Screen sharing button (if relevant to the event)
  • Presenter Only Chat Pod:

    - Confirm this is private to those in the studio; attendees cannot see this

    - Ask everyone in the studio to send a test message

    - Highlight that messages may take a couple of seconds to appear in the chatbox, so as not to panic if they don't see them immediately
    - Note that this pod is useful for any communication that shouldn't be heard while the event is live
  • Attendee Questions Pod:

    - Confirm that all attendee questions go directly into the inbox
    - Confirm who will be moderating the questions

    - Any tech questions will be handled in a written format by event so presenters can ignore these and focus solely on content-based questions

    - Click the return arrow icon on the question to write a response. You will have the option to reply privately to that one individual or publicly.
    - Star icon moves a question to the priority inbox
    - Bin icon moves a question to the trash inbox
  • Polls Pod (if relevant to event):

    - Confirm how many polls there are & when these should be launched to attendees (specific slide, when Q&A starts, etc)
    - Ask if the results should be shared in the Presenter Only Chat
    - Ask if the results should be shared to the attendees or kept private to the studio
    - Confirm that more accurate results will be available in the reporting after the event, as the poll results during the event are just a 'snapshot' of those who have answered at that time
  • Any questions or anything else to discuss?

    - If not, feel free to take a comfort break & return at 5 minutes before the broadcast
  • At 5 minutes before broadcast:

    - Notify speakers about voice over to act as a cue to begin
    - Remind speakers to place themselves on mute when they are not talking
    - Remind speakers to remain on mute at the end of the event until they hear the voice-over to confirm that we are no longer live
    - Notify speakers that from this point you will be on mute, so to use the Presenter Only Chat if you are required

    Slides Only Live Event

    Snippet to put in Presenter Only Chat

    Hello! XXXXX here from XXXXX. I'll be joining the line shortly - in the meantime, please go to the My Connections tab in the Media Hub to connect your microphone, or you can dial in using the details in the top right-hand corner of the screen. Please let me know if you need any international dial-in details. Thanks!

    • Introduce self verbally on the line

    • Confirm that we're in rehearsal mode at the moment - no attendee can see the slides or hear us talking even if they are on the auditorium page

    • Once confirmed all participants are here, check event setup:

      - Confirm who is speaking (presenters & moderator)
    • Media Hub Pod:

      - Confirm that everyone should be looking at the Media Hub pod
      - Ask everyone to go to the 'Present' tab where they should see the first slide
      - If anyone cannot see the slide and only sees a screen that says 'Webinar', please click the orange 'Join' button to bring up the slides
      - Confirm who will be moving the slides during the event
    • Presenter Only Chat Pod:

      - Confirm this is private to those in the studio; attendees cannot see this

      - Ask everyone in the studio to send a test message

      - Highlight that messages may take a couple of seconds to appear in the chatbox, so as not to panic if they don't see them immediately
      - Note that this pod is useful for any communication that shouldn't be heard while the event is live
    • Attendee Questions Pod:

      - Confirm that all attendee questions go directly into the inbox

      - Any tech questions will be handled in a written format by event so presenters can ignore these and focus solely on content-based questions

      - Click the return arrow icon on the question to write a response. You will have the option to reply privately to that one individual or publicly.
      - Star icon moves a question to the priority inbox
      - Bin icon moves a question to the trash inbox
      - Presenters will likely then discuss between themselves who will be moderating the questions that come in
    • Polls Pod (if relevant to the event):

      - Confirm how many polls there are & when these should be launched to attendees (specific slide, when Q&A starts, etc)
      - Ask if the results should be shared in the Presenter Only Chat
      - Ask if the results should be shared with the attendees or kept private to the studio
      - Confirm that more accurate results will be available in the reporting after the event, as the poll results during the event are just a 'snapshot' of those who have answered at that time

      - Any questions or anything else to discuss?

      - If not, feel free to take a comfort break & return at 5 minutes before the broadcast
    • At 5 minutes before broadcast:

      - Notify speakers about the countdown to act as a cue to begin
      - Remind speakers to place themselves on mute when they are not talking
      - Remind speakers to remain on mute at the end of the event until they hear your voice to confirm that we are no longer live
      - Notify speakers that from this point you will be on mute, so to use the Presenter Only Chat if you are required