Hints and Tips for Holding Larger Events
Larger events often have needs that are very differently from smaller meetings. Use this handy schedule for your large, online or in-house event:
5 weeks prior to your event/meeting:
- Confirm your date and time
- Confirm any guest presenters/speakers
- Confirm email and phone contact information for all
4 weeks prior:
- Schedule your event/meeting with Encounter Collaborative. Talk with a customer care representative about any special needs such as Control Panel for Q&A or the ability to lock or mute your calls.
- Confirm the dates for your practice, dry run and/or dress rehearsal with presenters and moderators
- Discuss the event registration and confirmation email process with Encounter Collaborative customer care
- Begin publicizing event in newsletters, web postings and announcements
3 weeks prior:
- Make sure your Encounter conference has been arranged and an automatic email will invite your participants, showing date, time, phone number and web page link.
- Confirm presentation development is underway and will be completed for rehearsal schedule
- Confirm event agenda and create it on your Encounter meeting page. Be sure to include introductions, presentation content and duration and closing information
- Double check with our customer care department regarding technical support information for presenters and participants and if needed, email support materials.
2 weeks prior:
- Verify presenters and moderators can navigate Encounter or have our training specialists work with them.
- Confirm all presentations are in final draft
- If necessary, monitor registrations for event attendance
1 week prior:
- Conduct dry run with Encounter tech support person on call if necessary
- Send registration email reminder if necessary, to all participants
- If dress rehearsal is necessary, confirm all presentations are ready
48 hours prior:
- Conduct dress rehearsal and test all equipment
- Deadline for last minute presentation changes are due within 24 hours
- If appropriate, confirm in-house or Encounter tech support will be ready to assist participants during login and the event
24 hours prior:
- Send reminder email to all participants
- Confirm all presentations are uploaded to site
- Reboot and clear computer cashed files
- Make hard copies of presentation ready and available for Presenters
Event Day:
- Confirm all presenters are connected to Encounter presentation about 25 minutes prior to event start time
- Test presenter voices and equipment
- Relax and have a great presentation!
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