When hosting a livestream or hybrid event where you're hosting live speakers on air, we suggest you host a "Green Room" call to prep them ahead of joining the streaming platform or live stage (like Restream, Streamyard, etc.). This call allows you to corral everyone who's going live, test microphones and cameras, and walk the speakers or presenters through the timeline, process, and flow.

Many of us host this call on a platform like Zoom, Google Meet, etc.

Below is an example of a script to orient the speakers and presenters, and prepare them to join the live broadcast. Some of these details will depend on the streaming platform you are using, and refer to a Technical Director who is managing the live stream and production in the streaming platform.

Welcome to the green room, in a second we’re going to log into <<Streaming Platform>> with the link provided BEFORE you leave this call.

<<Technical Director's Name>> is our Technical Director and they'll be timing your session, and bringing everyone on/off air.

— Share the streaming platform link with the speaker —

When you join <<Streaming Platform>>, you won’t see the other guests on your panel (if applicable), you’ll only see yourself and the “Live” show. Don’t worry, once we make everyone live, you’ll see the other panelists.

You’re also “backstage” right now, so no one can see or hear you yet. <<Technical Director's Name>> can see you, but can’t hear your audio yet until you’re On air.

Whatever you enter as your “Name” in <<Streaming Platform>>, is what will show beneath your video. ##{{Enter instructions for how you'd like guest names to appear (.e.g “First @ Company”)}}

Once in <<Streaming Platform>>, you’ll see a private chat at the bottom of the screen. <<Technical Director's Name>> will put the time remaining in your session in this chat at common intervals.

If you need anything or have any questions while “backstage” you can use the “private chat” at the bottom of your screen to get in contact with the team.

The emcee will introduce all the speakers and then invite you on air. Once this happens, <<Technical Director's Name>> will push you live.

For timing, if you have a:

E.g. 30 Minute talk and are doing Q&A you’ll get a 20-minute timer for the talk and then 5 minutes for the Q&A. Those will be timed separately.

If you’re doing Q&A, once you get to the end of your content, just say that you’re going to transition to Q&A and we will bring <<Host's name>> back on air to facilitate the Q&A.

If your or other guests’ video or audio seems choppy, don’t worry. This can happen sometimes based on internet connections, but the feed going out to the stream on the Gradual platform will be smooth.

If you or another guest loses connection, We’ll bring our emcee back on to help troubleshoot/fill time while you or the other guest rejoins the call.