How to run a virtual event?

• Ensure you have plenty of time to organise the event and for rehearsals for both organisers and speakers.
• Make sure you have a clear goal of the presentation, a plan and running order for the event. If this event is due to run for over an hour it is good practice to provide a short break for participants.

Event preparation for software

• For Microsoft Teams Live Events, Information Services can provide technical support if required. It is advised to have at least one rehearsal prior to the event.
• For Microsoft Teams Live Events, Producer and Presenter roles must be assigned when the appointment is created in the calendar on MS Teams.
• For Panopto , our dedicated Learning Technology Service team can provide technical support, advice and training.

Before organising any event it is important to ensure that you have the correct equipment to facilitate a smooth running event and positive audience experience.

Equipment checklist:

• Relevant software downloaded and prior training if neccessary.
• A desktop PC, Mac or laptop with a microphone and video camera.  
• A wired broadband connection or otherwise a fast and reliable Wi-Fi connection.
• Ideally a headset or earphones.

• Remember to remind people to utilise the chat and Q&A functions for any questions they would like to raise.
• Unless speaking, all guests and other speakers should mute their microphones throughout.

To achieve the best possible experience for your virtual audience consider the following points during your presentation.

• Time zone: hold your event when guests in other time zones will be able to attend.
• Turn off joining and leaving announcements: this can be done under meeting options when setting up your Teams Meeting
• Subtitles can be turned on for Panopto, Teams Meetings and Live Events. For Team Live Events organisers can select up to 6 languages in which attendees can view the subtitles. Attendees are able to turn subtitles on themselves and a transcript is available afterwards. 
• Take a break: if the event is over 90 minutes a break is recommended.