Speaker Guide and Preparations
Prepping your speakers and presenters is an important step ahead of your event to instill confidence in their presentation and in their understanding of the platform. Below is a guide we follow to ensure speakers are up to speed with the event logistics and with Gradual as a platform.
In Gradual
Here are some steps we take in Gradual to ensure speakers are in the community as members, are registered for the event, can access the event without issue, and are confident for show time.
Create them an account
Speaker Database profile: The speaker database in Gradual allows you to build speaker profiles to link to your events and feature speakers' avatars and bios within event detail pages. This is currently a separate profile and does not link to a member or user profile.
Learn how to add speakers to your Gradual community and events here.
Note: Speaker database profiles are not linked to a member profile, so you must create a user profile in Gradual to register speakers and grant them access to live event environments.
User profile: Creating a user profile in Gradual grants speakers access to the community and to the live event environment. You can create an account for them in the dashboard manually by following these steps in the dashboard, or encourage them to sign up by accessing your community's homepage. If you invite them via the dashboard, they will not receive the automated email messages until they log in for the first time.
Register them for the event
We highly recommend registering your speakers and presenters for their events so they can sign in without a problem for tech checks and the live event.
You can register them manually for the event by following these steps. They will not receive a registration confirmation email or alert if you register them in the dashboard (back end), but if the Google Calendar integration is enabled, they will receive that invite. They will receive event reminder emails (if enabled) moving forward, too.
Note: For meeting events & roundtables, speakers and presenters may need to be registered and assigned as hosts or panelists to screen share, start breakout rooms, etc.
Learn more about host and panelist controls and features here.
In the event dashboard, you can also change the label that will appear next to the user's name in the chat and profile view to read 'Speaker' or 'Host' instead of 'Attendee'. This does not change their permissions, simply their label in the event.
Encourage them to complete their profile
To fully engage in messaging and chat within the event, speakers (and all attendees) must complete any required profile questions. Encourage speakers to sign up, log in, and complete their profile before the event begins so they can engage in chat, message with attendees, and appear in the People tab in the community.
Host an event run-through or tech check
Hosting a test run-through or tech check with speakers is a great way to encourage them to log into Gradual, see the platform and its capabilities, and test out streaming software and settings before the event.
To access an event early for testing, you will copy and share the Live Environment Preview link found on the Overview page of the event dashboard. Learn more about finding and sharing that link here.
💡Pro Tip: Ask speakers to join the meeting room or streaming software at least ten minutes early to check their camera feed and audio before going live!
Best Practices & Requirements: Livestreaming and video conferencing
Here are resources and tips to follow when presenting in a live stream or video call event, or recording content. Feel free to share these with your speakers to help them confidently host, present, and engage with attendees.
Device requirements
Computer: Using a good device like a desktop or laptop is required to engage in Gradual events. Elements such as the video feed and audio are not mobile-friendly, and cannot be accessed on a phone or tablet.
Camera: A virtual camera can be used, but the computer's built-in camera works well, too.
Microphone: Using headphones as your microphone and audio is best to minimize external noises and avoid echoes. If headphones are not available, an external microphone or the computer's microphone will do.
Good internet connection: We recommend using a hardwired Ethernet cable if possible, or a dedicated Wi-Fi network.
Browser: Any browser will work (Chrome, Firefox, Safari or Edge) but ensure there are no pending updates in the browser and it's on the latest version.
Currently meeting events, roundtables, and elements of livestreams are not mobile-friendly (Tablet or Phone). You must log in on a computer to fully engage in Gradual events, especially as a speaker.
Your environment: Audio, Lighting & Video
Here is a helpful event resource on how to position your camera, sound the best, and prioritize great lighting in recordings and events.
Pre-recorded Presentations
If you are pre-recording a presentation or event, here are some tools and specs we suggest as they are easy to use and reliable to ensure your video quality is appropriate for web streaming.