We use several tools carry out a virtual, live-streamed event: Zoom, pre-recorded videos, live-streams, text chat and rarely virtual poster sessions in a spatial world tool such as Topia.io.
Each virtual event will have a dedicated web page that can be accessed from the meetings “virtual site” or “conference site”. An example schedule is here. Virtual attendees will watch your event, ‘live’ on this page. The page displays your talk information (title, abstract, authors, moderators, zoom information) at the top. Below the talk information is the live-stream embed. Below that is text chat (RocketChat). Last is the list of presentations (for a Tutorial this will be a small number of presentations, possibly one).
Presenters may have pre-recorded videos through our streaming partner, SlidesLive. If so, these videos will become available slightly before the conference begins as they are processed by SlidesLive. Attendees may or may not have already watched the videos.
On the day of your event, join Zoom about 30 minutes prior to presenting. SlidesLive will have already started the Zoom meeting and one of their engineers will be present in the meeting. You'll work with SlidesLive to either present live in Zoom or to play the pre-recorded presentations. You may switch back and forth between presenting live in Zoom, showing pre-recorded material, and answering questions live in Zoom. Slides with fine detail look best in pre-recorded videos; Zoom's compression makes slides difficult to read.
Normally, your moderators will handle audience interaction through RocketChat. Moderators will also be in Zoom and will monitor RC for questions. Questions should be read aloud by the moderator, and answered as part of the live stream. Announce that attendees are encouraged to use RocketChat to ask questions
SlidesLive will stream the entire session including those parts handled live in Zoom. Attendees do not normally need to join Zoom to participate. If you want to interact with the audience by inviting them into the Zoom, let your chair know that the Zoom join link needs to be visible to the audience.
SlidesLive will start the Zoom meeting. You only need to use the Join link (both are visible to you).
The phone numbers for the technical and logistics team are as follows:
Lee Campbell lee@eventhosts.cc phone: +1 619-616-6224
Brad Brockmeyerbrad@eventhosts.cc phone: +1-858-337-3527
Mary Ellen Perry mep@eventhosts.cc phone: +1-858-761-6256
Terri Auricchio terri@eventhosts.cc phone: 702-743-1827
We are also available on Slack.