Understanding the Remote Speaker Role for Virtual Events

Tye Pennington
Tye Pennington
  • Updated

Description:

  • This article will detail what a remote presenter will experience at a Joyn virtual event. Outlined below is an order of events; from the beginning of your event day, to the closing of the event. It will outline what a remote presenter will see and hear, whilst demonstrating what the audience will concurrently experience on our platform. 
  • This document is also a useful tool for any speakers who were not able to attend the briefing or if the items discussed need to be revisited.

Prerequisites:

Your next event with Joyn is a virtual event

  • Prior to your virtual event with Joyn, your Account Manager will e-mail you a Zoom join meeting link. The Zoom meeting will act as a "green room" where presenters can be briefed by an operator, and final audio and video checks can be performed before being taken to air on the livestream.
  • It is imperative that only remote presenters, nominated moderators and staff members can access this link. Please do not send the Zoom meeting link to delegate's. 
  • It is also important to ask all presenters and moderators to ensure their Zoom account name is the name provided to the operator on the Runsheet. If a presenter and/or moderator is unsure how to rename themselves in Zoom prior to an event, please refer to this article: How To Rename Yourself In Zoom Prior To Your Meeting
  • We suggest you have the "Zoom Client for Meetings" app installed prior to the event, not just Zoom extension for browsers. You can download it here:
    https://zoom.us/download

 

On The Day - Order of Events:

All presenters will join the Zoom meeting for a "tech check"  30 minutes before the start of each session or in the break before presenting for all later sessions . It is crucial presenters are on time so that any remote presenter technical difficulties can be addressed before the event begins, and everyone is comfortable with the event proceedings. 

The Waiting Room: 

Upon clicking the provided Zoom meeting link, you will be presented with a Zoom waiting room message:

Waiting_Room.png

During this time, the operator will be cross-checking your name with a list of names on their provided Runsheet before letting you in. Please be patient as operators may be conducting final system checks, but they shouldn't take long. 


Concurrently on the Joyn platform, and further on during tech checks, the audience will see a holding slide of your choice, with background music playing underneath it. 

Content_Guide_Slide1.png

 

The Event Back Of House:

Once an operator admits you, you will be greeted by:

  • The operator foldback channel - labelled as "Room ## Gallery" - usually displaying the opening slide of the event/session. This tile is also where you will watch any video content that is being played during the presentations. If you would like to watch this in fullscreen, right click the tile and select "Pin". NB you will need to unpin it once videos are finished. 
  • A secondary operator account for Zoom room management and Zoom chat - labelled as "Room ## Operator". 
  • A third operator foldback audio channel - where any sounds/music/audio will be played during a presentation. 
  • Other presenters in your session. 
  • Moderator(s) in your session. 
  • Event staff. 

BOH_Video_or_Holding_Slide.png

This Zoom meeting room will not be visible to the audience on the livestream, and participants can converse freely without the audience seeing or hearing them. 

However if the event is underway and you are to join during the presentation of another speaker, it is imperative you stay muted and turn your Zoom camera off. The operator will talk to you at their earliest convenience. 

Importantly, the layout "View" of your Zoom application does not affect what the audience sees, only yourself.

Views we recommend for your personal Zoom settings are:

  • During your live presentation with slides - Gallery View (so that you can always see the timer). 
  • During other persons' live presentations with slides - Side-by-side: Speaker. 
  • During panel discussions and Q&A's - Gallery View.
  • During video playback and pre-recorded sessions - Speaker View.
  • To learn more about Zoom "Views", refer to this article:  Understanding Speaker View and Gallery View for Events

 

Prior to a presenters start time, the operator will perform an audio/visual "Tech Check", and also ensure all presenters are comfortable with sharing their slides in Zoom. The first presenter will be asked to share their slides through Zoom "Share Screen", and leave them shared until the event start time. 

Once all event personnel have arrived and have been tech checked, the operator will instruct all non-presenters to turn off their camera and mute themselves in the minute or so leading up to event-start time. 

 

Event Time - Live Presentations: 

A virtual event will usually begin with a moderator or host giving a welcome speech, and introducing the first presenter. 

If this is the case with your event, the operator will instruct the moderator or host that they are about to go live, and will give a timed countdown. Following the countdown, the host will be brought into the livestream to begin their introduction. 

Once you are live, a countdown timer will appear in the Zoom call that is the length of your runsheet item:

BOH_With_Timer.png

The audience cannot see the countdown timer, only participants in the Zoom call. 

Concurrently on the platform, this is what the audience will see:

Speaker_View.png

 

Alternatively, a presenter who is sharing their slides through Zoom will see this:

BOH_Zoom_Slide_Share.png

 

And concurrently on the platform, this is what the audience will see:

Speaker_with_slides.png

 

Event Time - Live Panel Discussions and Q&A's:

Live panel discussions and Q&A's usually involve multiple presenters/moderators on screen at the same time. The audience will be able to see everyone in the Zoom meeting who has their camera turned on. Therefore, it's imperative that everyone not participating in the panel/Q&A has their camera turned off, and are muted. The operator will instruct participants to turn on/off their cameras when required. 

Zoom participants will see:

2-up_BOH.png

And concurrently on the platform, this is what the audience will see:

2-Up.png

 

Pre-recorded presentations and videos:

Pre-recorded presentations and videos are played on the platform in fullscreen, and not on a background like you have seen above. 

Video playback for Zoom participants can be watched directly in the Zoom meeting, without the need to watch it on the platform. We recommend speakers and moderators watch all content in the Zoom meeting to avoid any audio feedback issues throughout the show. 

The video playback in Zoom will be seen in the same tile where the timer has previously been displayed. 

Technical Information:

  • As a speaker, the only program you should have open is Zoom and your appropriate PowerPoint slides for your presentation. There's no need to be on the Joyn platform unless you are a chair and require access to audience questions and chat. 
    • If you are a chair and have any questions about the platform, please click the pink support bubble in the bottom right of the platform and a support operator will be able to help you.
  • Before joining the virtual meeting, all speakers should be mindful of any background noise that may go out to the audience. 
    • All notifications on your desktop, phone, laptop or any other device should be muted.
  • Be sure to check the lighting in your room to make sure you don't appear too dark or bright in your video, as well as avoiding the glare of background windows. The operator will work with you and recommend changes during your tech check.
  • A strong internet connection is recommended for all virtual speakers/moderators. For strong performance, you should make sure you are close to your internet router and not have anyone in your household streaming, downloading or doing anything that may cause stress on your connection. 
    • We advise speakers with a desktop/laptop to use cabled internet if possible.
  • If you are using a laptop to present, we recommend that you have the laptop on a stable surface and properly directed towards your face. We don't recommend that the laptop be on your lap or anything unstable.

 

Further Reading

Virtual Event Overview Video - visualise what you and your audience experience

What is a Remote Speaker Tech Check

How To Share Your Presentation in Zoom for Remote Speakers

Understanding the Remote Moderator Role and Requirements for Virtual Events

Understanding the Remote Moderator Role and Requirements for Virtual Events

 

 

Event Conclusion:

At the conclusion of the virtual event, the operator will give all presenters and moderators the "all clear" that they are no longer on air, and participants may leave the Zoom call at any time. 

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