Ready, set, webcam! It’s showtime, and people are arriving. You’ve checked every box, done every test, and now it’s time to put that planning to action. If you haven’t yet read “Pre-Event Planning” and “Pre-Event Technical Checklist,” make sure to do so for more information and best practices.
The most important thing to remember is to have fun and enjoy the new opportunities your World offers!
A few minutes before the event starts:
Affirm that your support technicians are in their various Rooms to field all questions that might happen throughout.
Ask your special guests if they have any final questions and give them a vote of confidence.
In Your World:
First and foremost, make sure you log in as an Admin.
Update the password to your event password
Open the “Storage Gear” icon at your screen's bottom-right, then choose “Admin Panel” and select the “World” tab. Next, change the access code to 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.”
During Your Event
Everyone is ready and excited to start, and your tech support staff is mingling and watching out for questions and any glitches. During your event, play games, interact, watch videos, and read content–do whatever you intended to do!
Communication During Your Event
Mingling, Breakouts, and Other Audio
What’s an event without interacting, speaking, and listening? Prior to your gathering, in “Admin mode, under the “Rooms” tab, choose the type of audio you would like in “Room Settings.”
If you need to change the audio settings during your event:
From the “Action Panel” at the bottom center of your screen, select “Audio Settings,” represented by an ear icon.
Pick from the four choices:
No spatial: All guests in the Room can hear each other, no matter where they are located. This setting is best for groups under 25.
Mingling: Most participants will still be able to hear each other, the exception being that users are far from each other. This setting is also good for groups under 25.
Conversation: Guests need to be closer to each other to have optimal audio for conversations. This setting is great for groups over 50 that will have small discussions.
Quiet: Participants must be next to each other to hear each other. Great for large groups that need private conversations.
As you change the audio settings, you will notice a blue circle growing or shrinking, indicating the audio range. The blue signals your entire range of audio, and the shade of blue is the level, illustrating how close guests must be to hear each other. The lighter the blue, the quieter the audio, and the darker blue, the clearer the audio.
At any point throughout, you can right-click on a guest’s avatar and:
Mute them.
Turn off their webcam.
Make or remove them as a speaker.
Speaker Mode
Remember to place yourself in speaker mode whenever you speak to the entire group. To do this:
Go to the “Action Panel” at the bottom center of your screen. Select the “Speaker Mode” icon, which is the quote bubble with an S inside.
Your avatar will enlarge, and a green highlight will circle you as you speak.
When you are done, click the same icon to remove yourself as a speaker.
To control when your host, presenter, or speaker are placed into speaker mode:
Right-click the special 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.”
Messages
If you need to send a message to your guest in a Room or all Rooms:
Navigate to the “Action Panel” at the bottom center of your screen. Select the “Send Notification” icon, represented by a quote bubble with a bell inside.
A new screen will pop up. Select which Room you would like to send the message to, or choose “All Rooms” if you want to send it through your entire World.
For important messages, in the “Send Notification” pop-up, check the box next to “Require users to manually dismiss this message.” This forces participants to read and dismiss the message you sent.
Type your message in the chat screen, and hit send.
The message will be active for five seconds–unless you set it to dismiss manually.
Make Memories
Don’t forget to capture the moments, memories, and “must remember” 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:
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.
Click the “Storage Gear” icon, choose “Admin Panel,” and select the “World” tab. Next, change the access code to a new 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 your project’s production folder for archival purposes. Messages will auto-delete after 24 hours.
Enjoy the fact you just had a very successful virtual gathering 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.