Technical+Producer

=6. TECHNICAL PRODUCER =

**Stage II – Pre-Event**

 * Confirm webinar date and preferred time of day
 * ====Review IES Event Cover Sheet (if applicable) for critical event details including the agenda====
 * ====Confirm desired audio requirement====
 * ====1-way – “Universal voice,” including streaming, for larger audiences >50====
 * ====2-way – “Integrated audio,” for smaller audiences to enable conversation by open phone line====
 * Identify and confirm whether additional Production Team members are needed
 * **Moderator:**
 * **Presenters and Discussants:**
 * **Audio Producer: **
 * **Greeter ****:**
 * **Technical Producer Assistant (as necessary - TO BE DEFINED) **:
 * Book and assess the webinar capacities of the room
 * Sound (no echoing)
 * Locate and reserve a physical room with Ethernet hub and power cords and post “quiet” signs on the doors on the day of
 * Ethernet cables for at least two laptops; bring a hub if necessary
 * (Optional) project the webinar on the LCD display
 * Post relevant information on the REL-NEI Sharepoint calendar
 * Gather key artifacts for webinar presentation and website including presenter photos, and any additional support materials
 * A few weeks before the webinar, schedule a walk-through webinar with **Alliance Planning Team member(s),** **Presenter(s)**, and **Discussant(s) no later than one week before the live session**
 * Create Adobe Connect layout and review with **Alliance Planning Team**
 * Make note of required changes (in the chatroom) to virtual room layout
 * Make required changes to the virtual room when appropriate
 * Help the **Alliance Planning Team** run the rehearsal on the scheduled date
 * Debrief to ensure the **Alliance Planning Team** about any technical or quality issues (good sound? good slide layout?)
 * Send the Website Producer the slides for final proofreading
 * If it's a public webinar, send registrant questions to the **Alliance Planning Team**


 * Stage III – Day of the Webinar **

__Pre-Webinar – 60 Minutes__
 * Enter webinar early (at least a 45 minutes before) for final technical check with the **Technical Producer**. Use link in participant reminder emails and login using username and password.
 * Change your name on the sign-on list to: “REL Northeast and Islands”
 * Initiate audio conference
 * (If necessary, cue **Audio Producer** to create subconference room for **Presenters** and **Discussants)**
 * Conduct technical check with all **Presenters** and **Discussants**
 * Confirm that **Presenters** and **Discussants** are using only land lines, Ethernet, and power cords (no wireless anything)
 * Ask **Presenters** and **Discussants** to close additional applications
 * Mute speakers on your laptop
 * Mute your polycom line when not speaking
 * Greet **Presenters** and **Discussants** in the subconference room
 * Work with **Audio Producer** to mute and minimize interruptions and background noise

__Pre-Webinar – 30 Minutes__


 * Monitor participant chat and respond to questions regarding technical issues and URL references
 * Talk through the production roadmap with **Moderator** and **Presenter(s)** and begin monitoring the chatroom
 * Greet and coach **Moderator** and **Presenters** about Adobe Connect
 * Review the program and any transitions between speakers and activities

__Pre-Webinar – 20 Minutes__


 * Open Adobe Connect room to sign-ons

__Pre-Webinar – 10 Minutes__
 * Cue **Audio Producer** to bring you and Presenters/Discussants team back to the main room
 * Begin the recording

__Pre-Webinar – 1 Minute__
 * In the Production Team chat box, cue **Greeter** to make the transition to introduce the **Moderator** at the top of the hour

__Webinar – Beginning__
 * After the **Moderator** welcomes everyone to the platform, provide an overview features to be used in that session (optional)
 * Use the Presenter chat liberally to send alerts about the timeline and give notice about upcoming polls, etc.

**Stage IV – Post-Session Data Capture and Follow-Up**
 * Collect materials for posting to the webinar material library on Sharepoint
 * Communicate with the **Website Producer** for required documentation to complete post event report for IESCode registration list noting actual participants and identifying the ROLE of participants according to standard categories and send final copy to website producer for e-mailing thank you communication
 * Session chat
 * Coded registration list
 * Roadmap
 * Poll results
 * Other interactive results
 * Update webinar particpant-registration tracking spreadsheet with event data
 * Update webinar particpant-registration tracking spreadsheet with event data