Technical Rehearsal Sample Script

Snippet to put in Presenter Only Chat

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!

• Introduce self verbally on the line

• Confirm that this is a technical rehearsal for your event on XXXXXXXX

• 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 that the logins used today will be the same for the live event
  - 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)
• Camera view layout :
  - Discuss views available (Full screen/ Full screen with thumbnails/Two Thumbnails/Tile/Screenshare)
  - Advise naming protocol and discuss how webcam thumbnails appear in alphabetical order  (If using Tile confirm hidden webcams show as grey tiles so discuss if all need to be in the MY CONNECTIONS pod) 

• 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 that come in
  - Any tech questions will be handled by the WorkCast Event Coordinator
  - Star icon moves a question to the priority inbox
  - Bin/Trash icon moves a question to the trash inbox

• 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?

• Notify what will happen on the day of the live event:

  - Everyone should log in to the studio 30 minutes before broadcast time
  - WorkCast Event Coordinator will complete sound checks with all speakers
  - WorkCast Event Coordinator will ensure all connections are good

• If there are no further questions at this point, check all are happy and if you'd like to use the rest of the time to discuss content you can do so from this point

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 this is a technical rehearsal for your event on XXXXXXXX

• 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 that the logins used today will be the same for the live event
  - 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
  - Confirm who will be moderating the questions
  - Any tech questions will be handled by the WorkCast Event Coordinator
  - Star icon moves a question to the priority inbox
  - Bin/Trash icon moves a question to the trash inbox

• 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?

• Notify what will happen on the day of the live event:

  - Everyone should log in to the studio 30 minutes before broadcast time
  - WorkCast Event Coordinator will complete sound checks with all speakers
  - WorkCast Event Coordinator will ensure all connections are good

• If there are no further questions at this point, check all are happy and if you'd like to use the rest of the time to discuss content you can do so after this point

Both Event Types

• Discuss best practice
  - Hard wired internet opposed to wifi if possible
  - Close down all apps and programs that are not needed
  - If in a home location ask other house user not to use internet based devices 
  - Take note of telephone dial in so can connect via telephone if required
  - Use Chrome/Firefox or Edge
  - If use VPN close that down
  - If going to be in a corporate office location test that security firewalls will grant access 
  - Devices are fully charged 
  - If screen sharing a presentation ensure another representative has as a back up 
  - Discuss having pre canned/seed questions available
  - Notify that not to be disturbed during the tile of the live event