Building Digital Capacity: Process & Best Practices

Platform

  • Zoom will be used to host our webinars for up to 100 attendees, it’s common to have 50% attendance, so we can easily take registrations past the 100 limit
  • If you’re expecting over 100 participants, use Blackboard Collaborate Ultra (view screencaps with settings). However, notice the following about BB: the speaker will not be recorded as a “talking head” while presenting, and the attendees can see each other’s chats/questions in the chat box

Roles per Webinar

  • Presenter(s): our guests, external speakers (not part of Humber)
  • Host: the person on camera, starts the webinar, presents the guest (runs the show), then moderates the Q&A at the end
  • Project Coordinator: stage manager behind the scenes, makes sure everything runs smoothly, main contact person for all logistical needs, must be available and ready to fill-in for the Host in case of emergency on the day of the webinar.
    • Winter 2021 plan: the project coordinator will be responsible for identifying, selecting and promoting the webinars (including writing the marketing piece). He/she will also need to create a project plan with deadlines and milestones
  • Video editor: responsible for editing the recording of the webinar after discussing any special requirements with the team, does not need to login as panelist on Zoom during the live event (scroll down to the bottom of the page for more details on video editing).

Templates (Host)

Process

Pre Production

  • Create the marketing piece / registration page
  • Research: know your topic and your presenter
    • Start with your assigned webinar page. Make sure the date/time work for you, if not, please connect with Hanadi to switch with another team member
    • Research and learn more about the presenter, and the topic 
    • Determine who the audience (attendees of the webinar) will likely be, and how and why this topic would be relevant to the audience 
  • Prepare your documents: Welcome, Script & Questions
    • Prepare the Script and Questions based on templates above
    • Prepare your “welcome slide” and include start time – view example, download and edit slide in PPT
    • Establish how you (the team) will be communicating DURING the webinar as needed (the chat box with panelists, WhatsApp group, other?)
  • Production Calls
    • Two dry-runs are to be scheduled and managed by the Project Coordinator with the webinar team to test the platform and the webinar features (share screen, chat, Q&A). Use TEST WEBINAR on Zoom (get Zoom details from Hanadi)
    • The second dry-run should be done with your presenter(s). Make sure everyone understands the logistics of the live event
    • Host: You will be on camera during the live event, and will be recorded! dress for success, use the dry-run to get feedback from your team on your background, lighting, sound ….etc (there’s plenty of videos and blog posts to refer to)
    • Confirm with your presenter if they prefer to take questions during their presentation (so to be interrupted by the host) or leave Q&A till the end
    • Set up a Plan B – what can go wrong?

Production (during the live event)

  • Login early and perform the final sound/video quality test 
  • Use your full name when you login (the default is your email address, edit it)
  • Use a professional profile picture (or none)
  • Mute your mic and turn your camera off – if you need to chat with your team use the “Chat with Panelists” or your WhatsApp group
  • Host
    • Dress for success! sit up and smile, you’ll be on camera 🙂
    • Clear background is best if possible, less distracting
    • Avoid swinging in your chair while speaking
    • Share your Welcome slide so participants see it as they join
    • Have your script ready, open, and readable
    • Turn your camera on when you start, then turn it off when the presenter starts to avoid distractions
    • Do NOT mention the number of people joining (participants cannot see who else is on the call)
    • Note that there’s no “Go-Live” button option in Zoom. We are “live” the moment we login (typically 15-20 min before your start time), and therefore, participants can hear and see us. Please avoid unnecessary chit-chat and keep it professional
    • Start ON TIME (do not suggest waiting few minutes for people to join)
    • Closely monitor both CHAT box and Q&A. Use your Google doc to filter questions for the Q&A period (or, interrupt the presenter if his/her preference is to take the questions as they come)
  • Project Coordinator: Take screen caps during the webinar
  • Recording (THIS IS VERY IMPORTANT):
    • The webinar will be recorded automatically and saved in the cloud – Please do not record on your own machine, we have paid for extra cloud storage for all our webinars. If any of the panelists “records” locally, Zoom will not save a copy in the cloud, more importantly, the “local” recording will include thumbnails of all panelists instead of the active speaker only. PLEASE DO NOT RECORD locally.

Post Production / Video Editors

  • Video Editors: connect with Hanadi after your assigned webinar to access Zoom and download a copy of the recording
  • Connect with the team to discuss any special editing needs (any unimportant parts that can be eliminated, b-roll if appropriate…etc)
  • Branding Guidelines: Please follow Humber’s brand standards
  • Process & credits info (view doc)
  • Google folder with logo (view folder)
  • Captions will be included for Ehljeiy’s first project only (extra budget for Winter 2021 – https://www.rev.com/caption)