http://www.fsnnetwork.org/event-management-and-technology-considerations After reviewing this presentation, the audience will be familiar with: --The best circumstances under which to host an online event --Key steps in planning such an event successfully --Required personnel and roles --Top audio-visual tips for successfully hosting the event In collaboration with the TOPS Knowledge Management Team, Adam Schrecengost from KDAD takes participants through a high level overview of some technology considerations to think about when planning a hybrid (in person and virtual combined) or online event.

1. Event Management & Tech 101
Adam Schrecengost, AV Tech
aschrecengost@kdad.org

2. Outline
Overview of KDAD tech support
 Purpose of doing a webinar
 Planning
 Personnel and roles
 What matters to the AV Tech (me)
 Things that make the AV Tech (me) sad
 Top 10 Tech Tips

3. AV Support -
- KDAD
• Between four to
eight webinars/live
events monthly
• Range in scope and
complexity
• Client expertise,
preparedness,
expectations and
preconceptions
vary widely

4. Start with:
“Why?”
WHY does
your client
want to hold a
webinar?

5. Why ask
Why?
Other, lower-
lift options
may be
available

6. Like most activities, you reap what you sow.
You get out what you put in … so:
Take time to properly:
• Scope
• Plan
• Test

7. “But sometimes, only a
webinar will do …”
- Some webinar Software Sales guy somewhere

8. “Directing is 90% casting” –
Elia Kazan, John Ford, John Huston,
Robert Altman or any number of others
(depending on who you ask)
“Successful webinars are 90%
preparation” –
I said it, but it’s not very inspiring so
there’s no need to attribute it to me
John Ford on the set of
Stagecoach
John Huston

9. Good and Bad News
The GOOD News
If you like working in teams, the
best webinars draw on strong
teams for flawless execution
The BAD News
If you don’t like working on
teams—or don’t have one—the
best webinars draw on strong
teams for flawless execution

10. Know
Your Role

11. Multi-
Roles

12. One Person Show
• Manage Client
Expectations
• As always, prep and
practice; run-through
• Build in breaks (e.g. media
clip, polls, etc.)

13. What Matters to Me
• Complexity of event (given for this talk: simple hybrid
events)
• Number of speakers; how many mics?
• What kind of mics? Wired? Wireless?
• Where is the event being held? Do they have in-house
AV? Are there contractual obligations for working with
in-house AV?
• Can I do a walk through?

14. Sample Punch List
• Screen
•Tech Table
• Presenter's table
• Podium
• Moderator's Table
• Linens (table cover)
• AV Stand/projector table
• Hard Line Cat 5 Ethernet Access OR Reliable Wi-Fi
• Access (times; if possible, setup night before or the earliest we can get in morning of)
• Secure storage (if accessing night before)
• Different Lighting queues (nice, but not required)
• Room controls (temperature, shades)
• Validated parking (as appropriate)

15. What Makes Me Sad
• Poor or no planning
• Lack of communication about event details
• No time for gear setup or break down
• The event coordinator or facilitator not checking with me to make sure we’re ready
• Speakers not talking *into* their microphones. A hint: microphones
work best when people speak into them
•Refusal to follow my recommendations and then
(trying to) hold me accountable for a failed event
• Open, unmoderated QA
• Small rooms (difficult to use sound reinforcement)
• No danish

16. Basic Signal Flow

17. AC Single Best Audio Tip

18. Top 10 Tech Tips
• Set a tech production timeline and stick to it
 e.g. all remote presenter tests done at least 48 hours before hand,
 complete run-through with all participants for complex events 24
hours before hand
• Presenters test from the same place using the same equipment they’ll
use on the event day
• Document, document, document
• Share documentation with presenter before initial tech test

19. Top 10 Tech Tips
• Adobe Connect only allows for one voiceprint per participant. For in-
room sound, set voice print using loudest speaking voice, ideally, male
• Unreliable internet? Use a telephone bridge instead of VoIP
• PPT instead of PPTx
• Remote presenters use headsets. If not available, use small room and
minimize background noise
• Avoid feedback loops (including reflected noise)
• When in doubt, restart the software
•   BONUS!!! Google Chrome is zany

20. Sometimes … you just can’t win
ALWAYS have a
contingency plan!

21. Wrapping Up
Good – Pepper Bad – HAL

22. Thanks!
Adam Schrecengost, AV Tech
aschrecengost@kdad.org

23. Questions? Feedback?
Adam Schrecengost, AV Tech
aschrecengost@kdad.org

24. Resources
• Considerations for Planning Hybrid Events with Online
and In-Person Participation
• 101 Tips and Terms used in AV Tech
• Your online meeting software help manual/tutorials!