Table of Contents
What is a live presentation?How to set up the live presentation schedule What is the mandatory test run? What you need to do on the event dayLive presentation
Live presentations are a premium add-on to your event. In order to activate this live feature, get in touch with your contact person at Graduateland or write to us here.
What is a live presentation?
Live presentations allow you to broadcasted live during your event. Event participants simply go to the “Presentations” tab on the day of the event and can follow along and engage with presenters. Exhibitors who use this tool get almost 50% more engagement during the event and boost their brand recognition.
If the live stream is included in your package, we will invite you to attend an onboarding session. If you have not scheduled your onboarding meeting, reach out to your contact at Graduateland or write to us here to sign up!
How to set up the live presentation schedule
Important: Please set up the live presentation schedule within 30 days before your event! Otherwise, the automatically created Zoom link will be expire.
Take a look at the video below to get familiar with how to set up a live stream, or scroll down to see the step-by-step:
To sum up, you need to go through the following steps:
Give the live presentation a general title and decide whether you want to enable the live Q&A-box if you want participants to be able to write in questions during the presentations.
Insert the stream URL, stream key, and stream page URL. You have two options: - Use your own Youtube account: The needed information can then be found in the created stream. See here for how to create a youtube stream.
- Use our Youtube account: We will provide you with the needed information. Feel free to reach out to your contact person within Graduateland or write to us here if you have not received the information yet.
Add all presentations to your schedule.
Use the "add company to present" button to put in companies that are having a presentation into your schedule and insert their respective time slots, their presentation title, and description.
As soon as exhibitors have been added, a "Presentations" tab will appear on their side of the platform when they log into the event. That is also where they can join the presentation on the event day and the Q&A questions will appear.
If you have external speakers that are not represented with a stall at your event, you can use the “Add keynote speaker” button instead and fill out the details about their presentation and add a profile picture of the speaker.
As external speakers do not have access to the platform, you need to forward them the link to join the presentation and the incoming questions. You can find the ‘Copy join link’ and the incoming questions on the admin side in the presentation tab of your event.
Save it, and your schedule is now ready to be shown to the participants!
The Zoom link will be generated a week prior to your event, and you can then copy it and send it to your speakers.
You can click on the "Add a Presentation" tab to add a new Presentation tab in your event if:
- You are planning to have a mix of the types of live presentations (e.g. both live presentations and pre-recorded).
- You are having presentations running in parallel.
What is the mandatory test run?
The mandatory test run is a call you need to schedule with your speakers around one week before the event to ensure that all the speakers know how to do the presentation and that their camera and microphone work as they should. Decide on a date and time as soon as possible, to ensure that everyone is available. Test runs normally take around 30 minutes depending on how many speakers you have.
You can use the template we have created here to moderate the test run. The most important is to make sure that all speakers feel confident in using the presentation tool and that the technical aspects work. Let us know when you are planning to do the test run and we will provide you with a zoom link and support you with incoming questions.
On the event day
On the event day, there are four steps you need to follow, in order for your live presentation to run successfully. Make sure in advance that you as the host have the Zoom APP downloaded.
STEP 1
Start the Zoom call 10-15 minutes prior to the first presentation: Go to the "Presentations" tab when you are logged in as an admin and click "Host the call via APP" - this is necessary to moderate the live presentations. Make sure you have renamed yourself since the speakers' names will appear in the broadcast. If you have external speakers that are not represented with a stall at your event, you can use the 'copy join link' button to share the link to the Zoom call with them.
STEP 2
Start the live presentation in order for it to start streaming on the participant side: Make sure everyone apart from the first speaker is muted and has their camera turned off. Click on "More" → “Live on Custom Live Streaming Service”. The presentation has started when a red dot appears in the top left corner and you can kick off your presentations according to your agenda!
Tip: We recommend starting the live presentation a couple of minutes before. You can share a welcome or agenda slide via the "share screen" button before starting the live presentation. That will then be the first thing the candidates will see when you go live.
STEP 3
Coordinate the live presentations by e.g. letting speakers into the Zoom call from the waiting room, making sure that they are muted if necessary and that you are on track following the schedule. You can communicate with your speakers by using the zoom chat.
During the presentations, you can see the incoming questions asked by the participants via the LIVE Q&A section in the presentations tab. That means you can help the presenting companies by forwarding the questions to the Zoom call and marking questions that have been answered.
STEP 4
End the broadcast after the last presentation by ending the call. Participants can rewatch the live presentations after the event via the presentation tab, as long as the event lobby is still open.
Want to see how your speakers experience it? Take a look at this article!
Additional information for hybrid events
When organising a hybrid event, the way presentations are integrated into the event can differ.
It could be that you are planning to have the presentations only online (option A) or only offline (option B) or that you want to make the same presentation available for the online and physical audience at the same time (option C).
All these scenarios can be set up in the presentations tab.
We recommend setting up all presentations on the platform to ensure an accurate event schedule.
Option A: Online presentations only
With this setup, it is only possible to watch the presentations in the online venue. That means via the browser or via the event app.
To set up the presentations, follow the steps as described in the tab live presentations of this article.
Option B: Physical presentations only
With this setup, it is only possible to watch the presentation in the physical venue. We still recommend setting up the schedule in the presentation tab on the platform. In that way, the candidates will get an overview of the schedule on the participants' side. However, it will not be possible to watch them on the online platform. .png)
Follow these steps in the presentations tab to set up the schedule for the physical presentations:
1. Give the presentations a general title and select physical presentation.
3. Add all the presenting companies to your schedule via the "add company to present" button and put in their respective time slots, their presentation title, and description.
4. Save it. Your schedule is now shown to the participants!
Option C: Online and Offline at the same time
With this setup, presentations are available for online and offline participants. Two scenarios are possible:- Play on a screen or project presentations that are performed online live at the physical venue, or
- Stream presentations that are performed offline to the online audience
For both scenarios, you can use the setup from the online presentations. We highly recommend testing the setup before the event to ensure, the quality is good!
.png)
In both cases, you need to set up the live presentations as described in the tab live presentation of this article.Additionally, you need to add a physical location to the schedule. Participants that are attending in person can then easily find out where to go via the event schedule.Delete
FAQ
Not all companies can attend our test run. Can we organise another one?
We only support one test run. However, you can always organise a second test run on your own. You do not necessarily need to have a Zoom account for this, since Zoom is offering 45 minutes meetings for free.
For the test run, do I need to set anything up on the event portal?
No, you don't have to set anything up on the event portal for the test run. The test run will only take place in Zoom. In that way, the moderator and the speaker have the same experience as on the event day.