Now that you are in your World, you are ready to execute your first event. Here we will go over the technical support checklist you will need to use right before your gathering, usually during your rehearsal or final run-through.
Check out “Best Practices for building an engaging experience” for information and best practices for planning your virtual social affair.
Pre-Event World and Room Check
World and Room Settings
First, you will need to adjust a few of your Admin settings. You should also assess that everyone attending will be able to enter, have the access code, and know which browsers to use.
Place yourself in Admin mode during your pre-event check and your live event. Log in to your World and click the “storage gear icon.” From there, select “Admin Panel.”
In the World tab:
Change the access code to a pre-event password (please note: make the pre-event code very different from your event password).
If you need to add or change access codes in individual Rooms, you can do that in the Rooms tab under “Room Access Settings.”
In the Room’s tab:
Review and update Room permissions and settings, such as access codes specific to Rooms, avatar sizes (set them smaller for large gatherings and vice versa), background designs, microphone, and webcam settings.
Scan your Rooms that are not being used in the event and make sure they are hidden.
To hide a room, click the three ellipses next to your Room’s name and select “Hide Room.” If it is already hidden it will say “Show Room.” As an Admin, you will still be able to see hidden Rooms from your World’s dropdown Room List.
Verify all Rooms have the correct background designs.
To change the background design of a Room, click “change” next to “Background” and upload the design you would like to use from your desktop files or use one already in the list. Please note that your image will upload to the list, but to change it, you must also select it from that list and save it.
As a reminder, the technical specs for a background image are 16:9 hi-res, with dimensions no smaller than 1280x720. The preferred file format is .webp, but .jpg and .png are also acceptable. File size should be less than 10MB.
Audio Settings
In your Room Settings you have four audio choices. Select which is the most appropriate to start with. During your event, you will also be able to reset audio from your “Action Panel” by selecting the “Audio Settings” ear icon.
No Spatial: this is the default setting for every Room. All guests in the Room will be able to hear each other.
Recommended use: Team meetings and presentations with under 25 people. This audio is perfect for interacting with each other in a small group.
Mingling: Most users will still be able to hear each other. However, audio between users at opposite ends of a Room will be quieter.
Recommended use: Icebreakers involving small groups (under 25 people) or larger meetings that will have breakout moments and small group discussions.
Conversations: Guests need to be closer to each other to have optimal audio for conversations.
Recommended use: Groups (over 50 people) holding individual or small group conversations.
Quiet: Participants must be next to each other in order to hear each other.
Recommended use: Groups (over 100 people) that need more private breakouts, e.g., trivia teams. This setting functions more like a trade show floor.
Content
It’s a good idea to double check all your content shortly before your event. To do so, go to each Room you are using, and while there, you will:
Check that your embedded links are still in the correct Room and working.
Ensure all content is the correct version, working, and in the right Room.
Add any tips you might want to share into the Room chat.
In the lobby, add verbiage about the password not working until the event starts on your welcome screen.
If you need to make changes, toggle from play to edit in the panel next to the gear icon at the bottom right of your screen.
Hosts/Speakers/Presenters
Hosts, speakers, and presenters (special guests) are vital to a successful gathering. Before this big day, 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.
Write support messaging in their script regarding how they can adjust their speaking volume.
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.
General Tech
Run an internet speed test.
Assign one tech support to stay in your lobby/top Room in case anyone new joins or a guest gets lost (unless all activities take place in the first Room).
Now, you are ready for your event! Check out our “During an Event Tech Support” and “Event Tech Best Practices and Support” for best practices and technical support from start to finish.
If you have any other questions, check out our help documents or contact your technical support.