Event Manager preparation checklist

Assign roles to your team members

SlideSync can be used to enable a one-man show, but most of the time, there are many different roles involved in a live broadcast. You can use the “Organization” tab to distribute default roles. All you need is the email address of the people involved.

Screenshot of the Organisation tab

If someone needs to assume a different role in one particular event, you will be able to assign them a one-off role within the event. On the next event you create, the default Organization roles will be used.

Upload the presentation

While SlideSync supports other formats, PDF is a safer format.

Preparing the landing page

“Edit Layout” is the first place to visit. You’ll be able to customize the page on which the event will be streamed. It’s okay to experiment and make mistakes at this point. You haven’t shared the Event Page with anyone.

Once the Event Page is set up, it’s OK to share the link to attendees. There’s one share link per event, even if the event is multilingual.

Share links look like this:


Managing attendees

The default option is for free access to the Event Page. However, you can require that Attendee submit a registration form prior to accessing it.

Attendees can also be allowed to send questions to the presenter during the event, or even before it starts.

Those features are optional but included in most subscriptions.

Send your team the information they need

We’ve prepared similar checklists for them to make sure everything runs smoothly on the day of the event.

Run some video tests

Let’s run a couple of test broadcasts (not live).

While viewing can be done on all browsers, broadcasting video is a cutting-edge feature that only works on Chrome and Firefox.

Broadcasts are controlled from the Live Producer.

Live Producer
Live Producer

From the Live Producer, you can control key-aspects of the broadcast. From starting and stopping it to switching slides and monitoring attendance.

There are many widgets on the Live producer, that can be dragged and dropped in the most convenient arrangement for your specific event. For example, if your event doesn’t feature Q&A, you can drag that widget down and pull up the Attendance Monitor widget, or the Survey one.

But, in most cases, the most important ones should be the Video widget and the Slides widget.

Both of them are very user-friendly and we’re just about to test the Video widget.

Now, when should you test the video?

As soon as the Event Page is ready

SlideSync has a Streaming Preview mode that allows you to test streaming without actually starting your event and having it stream to your attendees.

When you record video or audio in the Live Producer for the first time your browser asks you for permission to access your webcam and microphone. If you refuse permission, SlideSync cannot start the transfer. More information.

If this test is unsuccessful, it is probably because of some network settings. If your IT department has been sent the IT checklist, it will soon be resolved. Don’t hesitate to contact us if the problem persists.

A few days before the event, if possible

The initial test was only to check the connection. Now we need a real-world test that simulates the event as closely as possible.

Remote colleagues can simulate the attendance. Ideally from all sorts of locations and devices: internal network, regular internet connection, mobile device.

Get into real-world conditions. Test from the location where the event will take place, using the devices that will be used and the same cables as on D-day. First of all, check the bandwidth. You can use your favorite speed test tool for that. Such as Ookla, for example. Since you will be uploading the stream from this location, the “upload” curve is the one you’re interested in. The minimum recommended is 5 Mbps for 720p video. More information on the IT Checklist.

Try to run the speed test several times over the course of an hour. The result should be the same every time. If anything looks wrong, get your IT involved.

Note: Speed tests use up a lot of bandwidth. Never run a speed test while streaming.

If you plan on using external cameras and encoders on the big day, you should set them up for that test as well. If the speaker cannot be present for the test, have them replaced with a colleague.

A few hours before the event

It’s also a good idea to run another comprehensive test, still using the Preview function, just before the event, to make sure everything is still fine. In particular if you were unable to test a few days before. For example, if the event location is a rented facility.

The test is the same every time, just follow the steps in the video. Try to involve remote colleagues to test the attendee side of things, and it’s always great if the speaker(s) can be present.

Those tests should not be overlooked. Cameras can fail, USB connectors can come loose and network quality can fluctuate.

Note that processing video for a test or a real event is similarly resource-intensive. Therefore, streaming tests do eat up your Attendee Minutes. Don’t leave the stream running for longer than necessary.

Going Live

More information on going live and switching slides is on the Presenter Guide article. By default, it is the presenter who starts and stops the live broadcast from their simplified Live Producer. However, if you prefer to be the one do it, it can be done from yours as well.