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Virtual Event Process

The following information supports organizers in preparing for and delivering a successful virtual event with a speaker through Speakers Bureau of Canada (SBC). Please review carefully to ensure all technical and logistical requirements are met.

Pre-Event Preparation

Fill out Speakers Bureau of Canada’s forms to reconfirm and provide additional information provided in the agreement process.
The form will reconfirm all event details, session details, technical setup, and logistical requirements.
The form will request important contact information, the virtual software platform, the session link, content creative meeting details, and speaker login time.
The form ensures all logistics and details are captured to fully prepare the speaker for the event, meeting requirements, content, and session goals before your content creative meeting.
If anything changes after you fill out the form or there is missing information, please contact our Client Services Representative asap.

Recordings, Video Summary and Distribution

Confirm in advance if the session will be recorded, replayed or redistributed.
Share intended use, access duration, and distribution plan with our Client Services Representative.
Ensure the agreement includes the terms and conditions that permit the intended use.
Respect the intellectual property terms outlined in the agreement.
Do not distribute recordings, livestreams, or materials beyond what is permitted.
Remove videos or livestream files from servers once your permission period expires.

Technical Setup and Rehearsal

Assign an IT or production contact to support the speaker in the content meeting and during the event.
Use the same virtual platform and link for tech rehearsals as you will for the virtual event.
If you are using software that is under a USA or International license, ensure you test the link in Canada before any meeting.
Conduct the first test run during the content creative meeting call to review platform functions and presentation tools.
Best practice to hold the first meeting at the same time as the session, to confirm speaker room set up and lighting.
Conduct the second test run within 30 minutes prior to the session to confirm audio, video, and access.
Ensure the speaker has control over slides or designate a team member to assist.
Prepare backup options for technical issues that may arise such as dial-in numbers or alternate links in case of technical failure.

Content Creative Meeting with Speaker: Presentation Content and Goals
https://speakerscanada.com/virtual-event-content-creative-meeting

Schedule the content creative meeting 30–35 days before the event.
Review event goals, participant outcomes, and session themes.
Invite the speaker to share insights and shape the session approach.
Include leadership messages and organizational priorities that must be addressed.
Confirm arrival time, session start, speaking duration, Q&A, and end time.
Confirm session format, introductions, and moderation process.
Decide who will open the event, introduce the speaker, and manage Q&A.
Inform the speaker of any special announcements, acknowledgements, or closing remarks.
Encourage interactivity through polls, chat, or breakout rooms if suitable for the audience.
Outline any content-related action items, special requests, and submission deadlines.
Document agreed outcomes and circulate a summary to all parties.

Content Creative Meeting Technical Review

Schedule the meeting 30–60 days before the event at the same time of day as the planned session start.
Use this meeting as the technical and A/V check to confirm access links, platform settings, recording permissions, technology requirements, and speaker lighting.
Invite key team members responsible for logistics and decision-making.
Introduce the speaker to the host, IT representative, and technical support contact.
Review platform requirements, access links, and system compatibility.
Confirm responsibilities for slide control, recording, and technical support.
Inform the speaker of the of any adaptation or responses in place for any technical or emergency situations.
Discuss the specific emergency actions your team or the speaker will take if an issue arises.
Outline any technical action items, backup options, and deadlines.

Access Link and Calendar Invitation

Create the virtual access link a minimum of 15 days before the event.
The link should be tested by your IT representative for cross boarder access and high-speed connectivity.
Email the link directly to the speaker using the address provided in the connection email.
Email the link to your assigned SBC Client Services representative as a backup.
Send a formal calendar invitation to the speaker and the SBC Client Services representative with the confirmed date, start time, end time, and the access link included in the invitation.
In the notes section, provide the speaker with: Access link, login instructions, event host contact info, IT contact info, login time and the logistical event details overview.
If your Microsoft Teams tenant is US-based and restricts external guest access, the speaker may be unable to join; confirm guest access settings in advance or provide an alternate platform or browser-based guest link.

Day-of-Event Best Practices

Print the timetable and event details for all team members involved.
Ensure all participants have the link and login instructions in advance.
Log in with the speaker at their scheduled login time.
Remind the speaker of the session duration and Q&A schedule.
Remind the speaker of the session duration and Q&A schedule.
Test recording and confirm all technology is functioning to standard.
Reconfirm emergency actions for the speaker and your team.
Assign a staff member to admit participants, monitor chat, Q&A, and technical issues.
Ensure the moderator or host is prepared with the speaker introduction.
Remain ready to provide quick assistance if technical issues arise.
Follow up with key team members after event to gather feedback.
Send a poll or survey to gather the audience feedback.

Post-Event Coordination & Deliverables

Speaker must contact the organizer and copy SBC within 7 to 15 days after the engagement.
Speaker must provide any outstanding materials or resources to the host for distribution.
If a recording was provided, it must be hosted on a private, secure, and password-protected site.
Speaker and host must confirm the access point for invited participants and internal removal timelines.
Host and speaker must submit event images, videos, and recordings in the event media portal.
Host and speaker must coordinate any unanswered audience questions and provide follow-up responses.
Host is responsible for collecting and relaying audience feedback, ratings, and testimonials with speaker and SBC.
All outstanding deliverables such as slides, resources, or links must be distributed as agreed.
Speaker must notify SBC of any changes to organizational contacts, billing, or procurement processes.
All approved materials and correspondence must be maintained in the SBC portal for reference.

Event Review and Continuous Improvement

Host and speaker must report participant engagement trends and key takeaways to SBC.
Event outcomes and observations must be used to support program improvement and future alignment.
A debrief may be arranged with SBC, the host lead, and the speaker when additional coordination is beneficial.
Challenges encountered and solutions applied must be summarized to strengthen planning for future events.

Zoom Event Resouces

MS Teams Event Resources

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