VIRTUAL BRAND SAFETY SPEAKER INFORMATION
We are excited to have you as a speaker at our Live Virtual Brand Safety Summit. Below please find information and best practices for participating in a virtual event. If you have any questions, please contact Amanda Forgione at email@example.com.
The 614 Group will be setting up a prep call with you and the other speakers for your session. Your moderator will follow up after this prep call with a list of discussion points and questions.
This prep call is to share information about:
- The virtual event setup
- Alignment of your session’s topics and potential questions
- Determine if there are sensitive areas you would not address, so we may assist to filter these questions out
- If you like to poll the audience
- If you will be using slides (see below)
Details About Slides
- Agree if you need slides – no more than 5 slides per person (you’ll run out of time if everyone speaks). Ensure that your slides are configured to the 16:9 Aspect Ratio.
- If everyone is speaking to slides, please agree on the number/sequencing of the speakers, propose no more than 5 minutes per speaker, including handover to the next speaker
- Final PPT deck to us no later than one week ahead of the event
You will receive an email inviting you to attend a 45 minute training session for our webinar platform, On24.
- You will receive invites for three sessions, please accept/decline what works for you.
- If you can not attend either session, please contact Emily Dalamangas to arrange another time.
- We can also do a separate training session for you if you prefer to have your own test-run of the capabilities of the platform.
You will receive a speaker session link via email. Use this link to login and test your camera/audio ahead of time and to login on the day of the event.
- Click on the link, enter in the credentials and be sure to login as a presenter and not a producer.
- From there you can see the various windows that will be at your disposal on the day of the event and re-position/arrange them as you like.
- Test your WebCam and microphone connection to see what permissions may or may not need to be granted and experiment with which browser you get the best connection with.
The 614 Group is using ON24 as our virtual event platform. Please review these references from ON24 in preparation for your session:
- Operating Systems: Windows OS 7+ running the latest version of Chrome, Firefox, Safari or Edge. Internet Explorer on Windows 10 is also supported. Mac OS 10.10+ running the latest version of Chrome or Firefox.
- Minimum Screen Resolution: 1024×768
- Connection: Wired (no wifi)
- Wired connection is strongly recommended but if that is not possible for you then try to be as close to your modem/router as possible, turn off any wireless devices that aren’t being in use and may slow down bandwidth
- Close any windows that might be running in the background
- In order of compatibility, the latest versions of Google Chrome, Firefox, and Microsoft Edge/safari are the supported browsers presenters should use for their webcast
- As a precautionary measure we are asking that all presenters log into your session 30 minutes before it starts. A producer will be there to greet you and make sure that everyone is set up, and any technical kinks that may arise are ironed out.
- If you have any issues logging on during the day of the Summit
- Email both of the following addresses: firstname.lastname@example.org and email@example.com and tell them you’re having trouble.
- Prior to the summit you will have received a calendar invite/reminder for your specific session, dial into that number and one of the producers will be on the line shortly to help you.
- Q&A Dialogue Box: This is where audience members will be able to submit questions about what is being presented. Note that this is also where audience members may likely comment on any technical issues they are having, in these instances the Producer will give them a written response.
- The Team Chat Dialogue Box: (located in the bottom corner) This is where the Producer and Panelists can communicate with the rest of the panel or privately to one another during the webinar behind the scenes. This is also where the Producer will send notes to moderators only to keep you updated on how much time is left. You’ll get a cue when there are 10 minutes left, 3 minutes and 1 minute left.
- The Preview Window: This is where all presenters can see what slide or piece of media is coming up next. You’ll also be able to preview results from polls before they are shown to the audience.
What if something goes wrong during the webinar?
- Remember not to panic
Accept the fact that mistakes and miscues are possible. Handle it like a pro and be ready to roll with it if they happen rather than calling attention to the problem
- Check the chat box
If something has gone wrong, the producer has most likely noticed it and will be in communication with you via the chatbox. If for some reason they have not reached out to you, feel free to send them a message there.
- Some preventative measures you can take
- Test Run: log into your webcast as a presenter as often as possible and see what works and what doesn’t work, figure out which browser works best for the program, see if there are any issues with your audio/sound.
- Rehearse: Set up time with your co-presenters and producers to do mock webinars, so everyone is clear on the flow of the presentation and anyone can jump should a presenter not be able to talk due to technical difficulties (make time to have a plan B!).
Troubleshooting tips to keep nearby in case you run into any issues.
- Presentation Manager XD cannot access webcam or screen share
- Refresh Presentation Manager XD (F5). If that doesn’t resolve the issue, the most likely cause is content filters are blocking either access to the TURN server, or access to the ON24 servers.
- The webcam is grayed out or frozen in the audience console
- Likely caused by insufficient audience bandwidth
- Most commonly happens when connected via Wi-Fi
- To resolve: Connect using a hard-wired Ethernet connection
- General webcam troubleshooting
- Make sure the presenter is using Chrome or Firefox
- All presenters should be on a wired internet connection – No Wi-Fi
- Refresh Presentation Manager XD (F5) and try to reconnect the webcam
- Confirm the browser isn’t blocking the device from being accessed
- Try another browser
- Clear cache/cookies
- Close all unused applications, especially those that may have access to your webcam (Skype for Business, Microsoft Lync, etc.)
- Reconnect the device via the USB
- Reboot the computer if time permits
- If the issue persists after troubleshooting, it is usually related to network configurations such as VPN or Firewalls. Try connecting off of VPN. If this doesn’t resolve the issue, please submit a case to Platform Support so our team can work with your internal IT department to find a resolution.
- Presenters cannot see or hear a single presenter
- Refresh Presentation Manager XD using the F5 key
- Use another browser
- Refresh Presentation Manager XD using the F5 key
- Common webcast issue resolutions (best practices)
- Use an Ethernet network connection, and not Wi-Fi
- Use another web browser
- Clear your cache
- Close all other applications
- Restart your computer (if there is time to reboot)
- Avoid solid black clothing. Details on black clothing are very difficult to render on the video of a webcast.
- Avoid solid white clothing. White reflects a great deal of light and can cause the camera to wash out your video; in effect, you will look overexposed.
- Be aware of the color of your webcam background. Wear a complementary color so that you don’t blend in with the background.
- Avoid tight patterns. Pinstripe and herringbone patterns can cause a moiré effect that creates strobing and can’t be adjusted on camera.