Stewarding events is a key feature of your platform. It allows your guests to have a stimulating and collaborative experience in your World. The type of events you can host range from meetings to training to sales deals to celebrations and everything in between. Just like an in-person event, the event in your World must be properly planned to be successfully executed. There are a lot of details to consider, especially from the tech side.
This document will cover the tech needs and best practices to plan and execute a successful event in your World. We will also link you to our support documents that go into more detail for each phase.
Pre-Event Planning, Phase I
The amount of time you’ll need to plan your event will depend on the kind of event you are having. If you need a jumpstart in planning a virtual event, check out “Pre-Event Planning” for more detailed information and support.
Some standard questions to ask yourself before you start planning are:
Is this event fun and casual, training-focused, or strictly business?
How many people will be attending?
How many items are on your agenda?
Do you have a theme?
Will you have any sponsors?
Will there be any games?
Will there be any special guests, including keynote speaker(s), presenters, or hosts?
What content will you, or your special guests, be sharing? We recommend at least three-five pieces per Room.
Now that you have all your information, set the date, invited your guests, and added content to your Rooms, you are ready to do a pre-event run-through.
Pre-Event Technical Check-In, Phase II
A pre-event run-through is crucial for a successful event. For more detailed support, read through “Pre-Event Best Practices and Support.”
First, log in to your World as an Admin. Next, change your World’s access code to the pre-event password (please note: it must be very different from your event password) and supply that code to everyone involved in the rehearsal.
Some general to-dos:
Assign one tech to watch and answer Room chats for tech questions. Appoint another to stay in your lobby/top Room in case anyone new joins or a guest gets lost (unless your event takes place in the first Room).
Assess that everyone can enter, has the password, and knows which browsers to use.
In each Room that you will use:
Verify all Rooms have the correct background designs.
Review Room permissions and update accordingly.
Confirm the Rooms not being used in the event are hidden.
Check embedded links are there and working.
Ensure all content is the correct version, working, and in the proper Room.
Add tips into Room chat and any welcome messaging and instructions into the lobby.
Hosts/Speakers/Presenters
Hosts, speakers, and presenters (special guests) are vital to a successful event. Before the event, establish that they have what they need to be a sensational part of your event.
Ways to ensure your hosts, speakers, and presenters are successful are:
Share host/presenter tips with them at least a day before the event.
Add support messaging on how they can adjust their volume in their script.
Explain their technical requirements on their end again.
They must use a supported browser (Chrome, Explorer, Safari).
They need a computer less than five years old.
They need a fast internet connection, no less than 5MB.
Have a rehearsal.
Review with them how to go on and off the stage.
Make sure they understand how the audio works.
Run through any presentations or other content they will be using and how to share it.
During Your Event, Phase III
Microphone, webcam, action! It’s go-time, and people are arriving. You’ve checked every box, done every test, and now it’s time to put that planning to action. You can also review “During and Post-Event” for more detailed support.
A few minutes before the event starts, make sure you log in as an Admin and:
Update the password to your event password, or make sure the space timer is off.
Affirm that your support technicians are in their various Rooms to field any questions that might happen during your event.
Ask your special guests if they have any final questions and give them a vote of confidence.
Speaker/Host/Presenter Audio:
When it’s time for your special guests to do their part, right-click the guest’s avatar and select “Make a Speaker.”
Pay attention as they speak and present to address any technical difficulties immediately.
When they finish their part, right-click again and “Remove as Speaker.”
Don’t forget to capture moments and memories throughout your event! To do this:
Take a few screenshots of users and chat for a recap deck.
Screenshot guest attendance list.
Make notes of wins and misses for future events and hosts.
Conclusion of Event, Phase IV
Cleaning up this party is way easier than an in-person event–no need to throw out the garbage!
When your event has ended:
Change the password.
If the passwords are similar, guests may be able to guess the password you set for your World outside of this event.
Copy all chat messages, record them in a Google Doc, and save them to the project’s production folder for archival purposes. Messages will auto-delete after 24 hours.
Enjoy the fact you just had a very successful virtual event in your own branded World.
Start planning your next one!
If you have any other questions, check out our help documents or contact your technical support.