starting with online events · 2021. 1. 21. · archive documents, évent scénario, invitations...
TRANSCRIPT
3,2,1 GO LIVE ! STARTING WITH ONLINE EVENTS
Knowledge and Learning Commons United Nations Office at Geneva
1211 Geneva
Switzerland
www.commons.ungeneva.org
The Knowledge and Learning Commons UN Library & Archives
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CONTENTS
Getting Started .......................................... 2
Executive Summary .................................. 2
Getting Started .......................................... 2
Event Checklist .......................................... 4
UNOG-ICTS Video Conferences ............. 8
UNOG-Disability Accessibility ........................................................................................ 8
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Getting Started
Executive Summary
3,2,1 Live: Getting Started with Live Online Events is our new session of the #BuildBackBetter series, in
collaboration with the Information and Communications Technology Service (ICTS) at UN Geneva. This
information booklet will aid you on discovering the backstage of online event production.
In the wake of COVID-19, organizations around the world are faced with new opportunities and
challenges as they move operations online. As many meetings, conferences and events move to the digital
domain, the ability to effectively coordinate and produce such sessions online is vital.
Getting Started
This information booklet will focus particularly on producing an online event. How can we manage
more effective, well-though sessions? How can we remain relevant and authentically engage with our
audiences virtually? How can we improve and develop our technology and communication skills to
produce valuable events for specific audiences?
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“The Commons’ objective is to
encourage innovation, collaboration
and co-creation on subjects relevant to
professionals in the area of
multilateralism.”
Session Objectives :
1. Discover the backstage of online event
production and technical aspects.
2. Learn how to work collaboratively to deliver
effective and well-designed online sessions.
3. Explore ways to interact with your audience
and increase the event engagement.
4. Learn tips to be a master of ceremony and how
to prepare the speakers for the day of the
event.
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You are now ready to start your Live Event, follow the checklist guide below (altered to your team
preferences):
Event Checklist
Name of event – what Date of event Time of event
Format of the Event
(Online Event, Webinar, Info-Sharing Session, Workshop)
Event coordinator/contact person Establish your Team
(Core team, producers, moderator, speakers, IT Support)
Event Scenario:
Topic – what
What do you want to portray to the target audience?
What do you want them to know/do?
Objectives – why
Be clear about what you want to achieve from the event.
Marketing and Communications
Channel assessment – where
Identify the effective channels your audience are active
on?
Evaluate and develop
What were our aims/objectives?
Create your attendees Persona: Find out about the
people who may be interested (groups, organizations,
teams).
Design a contact plan (how you plan to get in touch with
the audience)
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Checklist
Who will be involved in the event
Date/s of event determined
Location/venue for event booked
Target audience determined
Message determined
Objectives set
Marketing assessment completed
Communication criteria established
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Early event planning
Person
responsible Action
Date to be
completed
Develop the Content
Content of the Event
Languages
Accessibility
Interactive engagement tools?
How will you evolve your Q&A?
Material
Integrate resources from the event/ field or from speakers
Post-event handouts
PowerPoint slides
Extra Resources
Communication Preparation
Mailing list generated/updated
Invitation composed
Invitation checked
RSVPs (Speakers, moderators confirmed)
Invitation list compiled
Invitations sent through developed channels
One – Two Weeks before
Practice and Rehearsal with team
Technological checks:
- Lighting / sounds/ visual/ meeting / webinar link
Ensure moderators and speakers can connect
Prepare Q&A
Hold a Final rehearsal
Send communication reminders
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Go Live
Person
responsible Action
Date to be
completed
Team Check
Prepare and meet for pre live
Roles and backups are determined
Slides, interactive elements are ready
- Roles are established between the team with another
member ready to take over for technical difficulties
During Live Event
Moderator is ready
Stay responsive on Q&A
Be ready with alternative plans
Closing the Live Event
Closing Slides
Provide a platform for the audience to stay connected for
future events.
Post Event
Person
responsible Action
Date to be
completed
Stay Connected to Attendees
Email Attendees to thank them
Send out content information
Feedback collection
Platform for feedback from audience
Analyze the feedback and apply it to future events following
the beginning of the checklist
Event/webinar statistics
- Communication analysis to determine improvements
Debrief with your Team
Comment on all aspects (negative and positive)
Guidelines for improvement next time
Evaluation against criteria
Document your process.
Archive documents, évent scénario, invitations and ressources
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For UNOG Personnel only
Find out more information regarding the services provided by ICTs to UNOG Departments:
→ WebEx Meetings/ Events, please contact UNOG- ICTS Videoconferences: [email protected]
→ Video Conferencing Cisco, please contact UNOG-ICTS Videoconferences: [email protected]
For Virtual meeting with interpretation:
→ Meeting requests and room information, please contact: [email protected]
→ For technical information, please contact: [email protected]
UNOG-Disability Accessibility
Check out the iSeek Toolkit for information on inclusion of persons with disabilities :
https://iseek.un.org/gva/content/toolkit-inclusion-persons-disabilities
→ Key recommendation guide and Checklist for virtual meetings for Stakeholder Group of
Persons with Disabilities:
→ Overview on Accessibility of Video Conferencing Apps and Services
Contact UNOG Disability Inclusion Team for further questions regarding the session or nay
suggestions on disability inclusion at UNOG : [email protected]
UNOG-ICTS Video Conferences
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3,2,1! GO LIVE #BuildBackBetter
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Knowledge and Learning Commons United Nations Office at Geneva
1211 Geneva
Switzerland
www.commons.ungeneva.org
STAY CONNECTED WITH THE #COMMONS