Table of ContentsWhat is a live presentation?How to set up the live presentation schedule What is the mandatory test run? What you need to do on the event day
Live presentations are a premium add-on to your event. In order to activate it, get in touch with your contact person at Graduateland or write to us here.
What is a live presentation?
A live presentation is a way for you to have presentations broadcasted live during your event on the platform. We will broadcast a Zoom call with all the speakers to the platform so viewers can watch it directly from there without having to join anything! They have the opportunity to ask questions in real-time and upvote ones submitted by their peers. If you want to maximise engagement, this option is the right one!
If the live presentation is included in your package, we will invite you to attend an onboarding session where we walk you through the details and explain exactly how it works. We recommend having the live presentation onboarding at least three weeks before the event so the knowledge is still fresh in your mind when executing the event.
If you have not attended an onboarding meeting, feel free to reach out to your contact at Graduateland or write to us here to sign up!
How to set up the live presentation schedule
Take a look at the video below to get familiar with how to set up a live presentation:
To sum up, you need to go through the following steps:
Give the live presentation a general title and decide whether you want to enable the live Q&A-box if you want participants to be able to write in questions during the presentations.
- Use your own Youtube account: The needed information can then be found in the created stream. See here for how to create a youtube stream.
- Use our Youtube account: We will provide you with the needed information. Feel free to reach out to your contact person within Graduateland or write to us here if you have not received the information yet.
Add all presentations to your schedule. Use the "add company to present" button to put in companies that are having a presentation into your schedule and insert their respective time slots, their presentation title, and description. If you have external speakers that are not represented with a stall at your event, you can use the “Add keynote speaker” button instead and fill out the details about their presentation and add a profile picture of the speaker.
As soon as exhibitors have been added, a "Presentations" tab will appear on their side of the platform when they log into the event. That is also where they can join the presentation on the event day and the Q&A questions will appear.
If you have external keynote speakers presenting, you need to forward them the link to join the presentation and the incoming questions. You can find the ‘Copy join link’ and the incoming questions on the admin side in the presentation tab of your event.
Save it, and your schedule is now ready to be shown to the participants! The Zoom link will be generated a week prior to your event, and you can then copy it and send it to your speakers.
"Add a Presentation" tab if:
- You are planning to have a mix of the types of live presentations (e.g. both live presentations and pre-recorded).
- You are having presentations running in parallel.
What is the mandatory test run?
The mandatory test run is a call you need to schedule with your speakers around one week before the event to ensure that all the speakers know how to do the presentation and that their camera and microphone work as they should. Decide on a date and time as soon as possible, to ensure that everyone is available. Test runs normally take around 30 minutes depending on how many speakers you have.
You can use the template we have created here to moderate the test run. The most important is to make sure that all speakers feel confident in using the presentation tool and that the technical aspects work. Let us know when you are planning to do the test run and we will provide you with a zoom link and support you with incoming questions.
What you need to do on the event day
On the event day, there are four steps you need to follow, in order for your live presentation to run successfully. Make sure in advance that you as the host have the Zoom APP downloaded.
Start the Zoom call 10-15 minutes prior to the first presentation: Go to the "Presentations" tab when you are logged in as an admin and click "Host the call via APP" - this is necessary to moderate the live presentations. Make sure you have renamed yourself since the speakers' names will appear in the broadcast. If you have external speakers that are not represented with a stall at your event, you can use the 'copy join link' button to share the link to the Zoom call with them.
Start the live presentation in order for it to start streaming on the participant side: Make sure everyone apart from the first speaker is muted and have their camera turned off. Click on "More" → “Live on Custom Live Streaming Service”. The presentation has started when a red dot appears in the top left corner and you can kick off your presentations according to your agenda!
Tip: We recommend starting the live presentation a couple of minutes before. You can share a welcome or agenda slide via the "share screen" button before starting the live presentation. That will then be the first thing the candidates will see when you go live.
Coordinate the live presentations by e.g. letting speakers into the Zoom call from the waiting room, making sure that they are muted if necessary and that you are on track following the schedule. You can communicate with your speakers by using the zoom chat.
During the presentations, you can see the incoming questions asked by the participants via the LIVE Q&A section in the presentations tab. That means you can help the presenting companies by forwarding the questions to the Zoom call and marking questions that have been answered.
End the broadcast after the last presentation by ending the call. Participants can rewatch the live presentations after the event via the presentation tab, as long as the event lobby is still open.
Want to see how your speakers experience it? Take a look at this article!
Additional information for hybrid events
When organising a hybrid event, the way presentations are integrated into the event can differ.
It could be that you are planning to have the presentations only online (option A) or only offline (option B) or that you want to make the same presentation available for the online and physical audience at the same time (option C).
All these scenarios can be set up in the presentations tab.
We recommend setting up all presentations on the platform to ensure an accurate event schedule.
Option A: Online presentations only
With this setup, it is only possible to watch the presentations in the online venue. That means via the browser or via the event app.
To set up the presentations, follow the steps as described in the tab live presentations of this article.
Option B: Physical presentations only
With this setup, it is only possible to watch the presentation in the physical venue. We still recommend setting up the schedule in the presentation tab on the platform. In that way, the candidates will get an overview of the schedule on the participants' side. However, it will not be possible to watch them on the online platform.
Follow these steps in the presentations tab to set up the schedule for the physical presentations:
1. Give the presentations a general title and select physical presentation.
3. Add all the presenting exhibitors to your schedule via the "add stall to present" button and put in their respective time slots, their presentation title, and description.
4. Save it. Your schedule is now shown to the participants!
Option C: Online and Offline at the same timeWith this setup, presentations are available for online and offline participants. Two scenarios are possible:
- Play presentations that are performed online live at the physical venue, or
- Stream presentations that are performed offline to the online audience
For both scenarios, you can use the setup from the online presentations. We highly recommend testing the setup before the event to ensure, the quality is good!
In both cases, you need to set up the live presentations as described in the tab live presentation of this article.
Additionally, you need to add a physical location to the schedule. Participants that are attending in person can then easily find out where to go via the event schedule.Delete
How do I integrate external speakers into my live presentations?
The only thing you need in order to present is the Zoom link. This can easily be forwarded to the speaker, by copying the link earliest one week prior to the event. Keep in mind that they will not have direct access to the live questions if they are not attached to a stall. In this case, the moderator needs to jump in and forward the questions (orally or via the Zoom chat). Moderators can keep an eye on the questions by logging in as a participant and keeping an eye on the Q&A-box on the candidate side.
In order to set up the schedule, you have to select a stall. If there are speakers that are not attached to a stall, you can attach the organiser-stall instead. To make it clear for the students, you can put a more detailed schedule about the presentations in the event description or share the information via the slide you share at the start or between the presentations.
Not all exhibitors can attend our test run. Can we organise another one?
We only support one test run. However, you can always organise a second test run on your own. You do not necessarily need to have a Zoom account for this, since Zoom is offering 45 minutes meetings for free.