Virtual Access Link for Session
- The host organization is responsible for setting up the virtual software and informing the speaker of all technical requirements.
- The virtual access link should be created and shared with the speaker 7–14 days before the event.
- The link must be emailed directly to the speaker using the email address provided in the agreement and connection email.
- A calendar invitation must be sent to the speaker with the confirmed time, date, and session duration.
- The access link should be included in the video conference section of the invitation and repeated in the notes section along with any additional login or access details.
Virtual Test Runs
- Two test runs are recommended to ensure a smooth virtual session.
- The first test run should be conducted during the discovery call to review the platform, speaker setup, technology requirements, and presentation tools.
- The second test run should occur within 30 minutes prior to the session start time to confirm access and resolve any last-minute issues.
- The speaker must be provided with the IT or production contact responsible for technical support in the agreement, connection email, or during the discovery call.
Zoom Best Practices
- https://support.zoom.us/hc/en-us/articles/205347605-Managing-and-sharing-cloud-recordings
- https://support.zoom.us/hc/en-us/articles/209743263-Meeting-and-Webinar-best-practices
- https://blog.zoom.us/best-practices-for-hosting-a-digital-event/
MS Teams Best Practices
- https://support.microsoft.com/en-us/office/meetings-1f8862a1-48f2-4869-863d-564123343d38
- https://support.microsoft.com/en-us/office/get-started-with-microsoft-teams-live-events-d077fec2-a058-483e-9ab5-1494afda578a
- https://support.microsoft.com/en-us/office/produce-a-live-event-using-teams-591bd694-121d-405c-b26d-730315e45a22
- https://support.microsoft.com/en-us/office/produce-a-teams-live-event-using-an-external-app-or-device-b0026c9d-fd37-4bb3-bffc-6961f221fbe9
- https://support.microsoft.com/en-us/office/best-practices-for-producing-a-teams-live-event-e500370e-4dd1-4187-8b48-af10ef02cf42