Liven up your Live Event

Last week I “produced” my first Live Event in Teams: a symposium with the theses of three of our students, with two MC’s in charge of welcome, introductions, Q&A’s and a closing message.

Until now these events have always been organized as a face-to-face event in one of our larger convention rooms, with about 100 colleagues and family and friends of the students. This generally involves a 10-minute refreshment break after each speaker while the next speaker makes preparations.

However, in the Corona universe, even our largest convention room can hold only 18 people, so our organizers had to move to an online solution. The convention room was used for the MC’s, students and 4 members of family each, while other people would watch the Live Event.

Having a physical room AND a digital place provided some challenges with the programme.
In a physical room, you know where you are, you see the people involved so you know you are in the right place. You can talk to others, get a coffee or tea, or watch the preparations.
In a Live Event, you enter a sort of void, hoping you are on the right screen in the right meeting, and you have no option to ask anyone if this is the symposium.

So, we decided on starting the Live Event 5 minutes early with a slide showing the programme. That way people would know they were in the right event and could see which speaker would be on when.

We used the same slide before and during the meeting but I think you can do more. This can also be a nice way to brand your event.

Welcome slide

You use this to welcome people in the meeting well before it starts. Make sure you post the name of the meeting, the programme, perhaps how to handle the Q&A and anything else that is relevant. You may even rotate two slides or use an animation to inform people their screen is not frozen 😄

Example of a welcome slide
You could alternate the programme with this speakers’ slide

Break slide

A 10-minute break can be quite a long time for an online audience, so you may want to share a slide with some of the conclusions of the earlier presentation, and a preview of what is coming.

Example of a slide for the break, showing the upcoming presentations

Repeat for each break, so in this case the 2nd break slide would look like this:

The 2nd break slide

End slide

You can use this to inform the audience of contact details, of the next symposium, and how they can access the presentations, as “sharing a file” is not available in Live Event. (Of course you can share a link via the Q&A if the presentations are online for everyone)

You could use this slide during the closing remarks and/or while attendees are leaving

Presenter background

This week I also saw the option to upload your own background image to Teams easily and that can help with a consistent look-and-feel of your event. You can upload it when you select a background. It will be added to the bottom of the pane. I have already seen some “company backgrounds” when talking to other people.

Here’s where you add a new background

Please take note of the specifications:

  • Max 2048 * 2048 px
  • Min 360 * 360 px
  • .jpg, .bmp or .png
  • Aspect ratio > 4
  • Please note that your image will appear reversed for you (mirrored) but for others it will look OK.
  • Use a patterned background (a photo or another image) for the best results – a plain colour block does strange things to your hair 🙂
The text will appear in mirror image for yourself, but OK for others.

Conclusion

Making use of programme slides during a Live Event is nice for your online audience. It also gives you an opportunity to brand your event. Providing branded background slides for the speakers can also help make your event look streamlined, and it saves a fuss checking out your physical background.

It is fairly easy – I have used the standard Atlas theme in PowerPoint as a quick option, but you can also have things professionally designed of course. (That will look much better! 😁 )

Just curious – are you “branding” your Live Events currently? I would be interested to learn what you do and how it works out. Please let me know in the comments!

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