When a web producer has been assigned to a virtual event, there are certain steps that should be taken to ensure their success. At a bare minimum, there are certain things that should be followed. Once these things are mastered, then web producers can go beyond these items to enhance their capabilities and assist with the content delivery. Providing the checklist below to web producers will give them first steps to prepare them for a virtual event:
- Meet with the facilitators. You should meet with the class facilitator(s) to understand what their expectations are for the class and what your role will be. Make sure to meet with the facilitators at least three days before the start of class and ask for enough detail so you can successfully do your job in supporting them during class.
- Receive event agenda and timing/duration of activities. Understand how the event is run through a detailed agenda. Agenda should include timing and breakdown of activities. Agenda should also include the various multimedia/files that need to be sent to learners or uploaded to tools and at what time. You should work with your facilitators to understand any specifics that should be considered when executing the event. Be explicit with what you will do so that the facilitators do not need to interpret any missing details.?
- Walk through tool functionality use. Understand what tools will be used during the event and how they will be used to supplement the content delivery. Walk through the content and ask questions of the facilitators so you understand what they need and at what time. If you need sign-ins and passwords for tools, make sure to request them and attempt to log in before class starts so you can troubleshoot any issues if they arise.
- Understand breakout room requirements. For each activity, ask how breakout rooms will be set up and who should be assigned to them.
- Receive links and access to tools. Either the facilitators or event manager should provide links and access to external tools so you can troubleshoot issues for the learners in the background if required. For more advanced web-producers, you can help the facilitators with the use of these tools during delivery.
- Know your limitations. As a web producer, you are there to assist the facilitators. They need to provide you with the details you need to be successful.