Preparing for a Meeting or Webinar event

Here is a checklist of items we like to do at least a week out from meeting or webinar events, and day of to host a successful event!

1 week before

Agenda 

• Confirm that the date and time of your event are accurate in General Info, and the Agenda session times are aligned with event times. 
  • If you do make a change, ensure the agenda items are also aligned with the change(s).
• Confirm the Admit Attendees time is accurate. This is when users will be able to “Join” the meeting room and can be different from the start time.
  • Webinar attendees will be able to join the event when it begins, but won't be able to hear or see hosts and panelists until they 'Go Live'.

Prep Hosts, Speakers & Presenters

• Register your presenters & speakers and assign them as hosts or panelists, if needed.
  • Hosts and Panelists are the only ones who are on camera and audio in Webinars
• Instill confidence in your speakers by hosting a tech check or event run-through in Gradual.

Access the event early

• Sign in to the event ahead of showtime to make sure everything looks great by using the custom preview link found in the event dashboard. 
• Instill confidence in your speakers by hosting a tech check or event run-through in Gradual.

Chat Moderation

• Ensure you or someone you can trust is lined up to moderate the chat and Q&A during the event. This person needs to be assigned a host or staff and should be familiar with the event to answer questions, moderate Q&A (if needed), and answer basic troubleshooting questions. 
  • Users who have been added as Event Collaborators in the 'Permissions' tab (at all levels) within the event dashboard will have all the chat moderator capabilities automatically as well.
• Draft language you’d like pasted into the chat, and any text you’d like to be ‘pinned’ at the top of the chat box. 

Notifications & Alerts

• Draft any Announcements or Alerts you’ll be pushing out during the event & load them into the Notifications tab. 
  • Announcements are used to notify users of an update or call to action. You can add links to announcements that will activate a button on the pop-up that users can follow.
  • Alerts are used if there’s something unexpected that needs to be shared right away. The alert is stylized in red to draw attention.
• Ensure someone is lined up to send those notifications and alerts (if needed) on the day of.

Automated email reminders

• There are a number of automated emails that Gradual can send automatically for you - a 24-hour and 30-minute event reminder, and a survey link email.
• Audit that those emails are enabled, or disabled (due to preference) and build a survey form to link in the post-event survey email. 

Adjusts when the doors open

• If you'd like attendees to join the event a few minutes early you can manually adjust the access time or when 'doors open' in the event dashboard.
• For meeting events:
  • This is a great way to allow attendees to jump into the event to get situated and test their audio and video.
  • If you are opening the doors early, be sure to have a host or speaker in the meeting room to greet them.
• For webinar events:
  • Webinar attendees will be able to join the event at the time set (or event start time), but won't be able to hear or see hosts and panelists until they 'Go Live'.

Script

• Draft a script to welcome attendees and get them acquainted with the event and platform. 
  • Here is drafted language of a welcoming/kick-off script for a meeting event.
  • Here is drafted language of a welcoming/kick-off script for a webinar event.

Day of

Access the event early

• Jump into the event early before attendees sign in.
• Have your speakers, hosts, and panelists join early, too!

Prepare to troubleshoot

• Here is a list of FAQs related to troubleshooting login and event functionality issues a user may face.

Hit record

• Gradual meeting rooms and webinars can be recorded by the assigned hosts and staff.
  • Be sure to feature the speakers and panelists by spotlighting them to the attendees and in the recording.

Set the tone

• Enter and Pin a chat message that welcomes everyone to the call, and provides any updates or calls to action before the presentation is set to begin.

Chat Moderation

• Post messages and answer questions in the chat.
• Moderate and pin any text you’d like to populate at the top of the chat using front-end chat moderation.

Notifications & Alerts

• Send notifications and alerts (if needed) at appropriate times during the event.