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Projecting Audience Response On The Big Screen

Summary

Learn how to further audience engagement by projecting the interactive session screens in presentation mode.

Audience response sessions gather large amounts of useful data from participants that is valuable to share with everyone at the event. The presentation mode feature in Backstage is a useful way to project all incoming data on to a big screen for any of the audience response sessions. This tip sheet is a step-by-step guide for projecting audience response sessions on to a big screen in presentation mode.

App Features with Presentation Mode Capabilities

There are three types of interactive sessions that use presentation mode: Q&A, Polling, and Word Cloud.

Setting Projector Screen Resolution in Presentation Mode

There are two common display ratios that are used when projecting a display on to a big screen – 4:3 and 16:9. These are more commonly referred to as standard resolution and widescreen resolution respectively. You should coordinate with the on-site A/V team that is providing the projectors or displays to find out what display ratio will be used.

Branding is provided for each display ratio and can be set in the question details for each question in any of the interactive sessions. Be sure to set a consistent display ratio across all questions to make sure that they all match the projector or display that will be used in the room which the presentation is taking place in.

Q&A

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*Q&A interactive sessions have three different presentation modes that are available.

  • Moderation View

Moderation view is used by a moderator or a presenter on a laptop or iPad as a way to manage the flow of questions. The moderation view displays all five question buckets at the top of the screen and allows the moderator to move questions amongst the five question buckets.

  • Chairman View

The chairman view is used by a presenter via an off-stage display where they can read questions as they come in. The chairman view will display any question that is pushed through by a moderator in a clean view with no extraneous formatting or titles.

  • Live View

The live view is used to project questions on to a big screen so that the participants can see the questions being asked of the presenter. The live view will display any question that is pushed through by a moderator in a branded presentation mode.

Polling

The presentation mode for polling interactive sessions displays the polling question and answer options on to a big screen so that participants can see the question being asked as well as the answer options available to them. Once the question has been asked and the participant responses gathered, the presentation mode will also display the results of the polling question on to the big screen as well.

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Word Cloud

The presentation mode for Word Cloud interactive sessions displays the Word Cloud question on to a big screen so that participants can see the question being asked. Once participants begin to enter in their responses to the question, those responses will also appear on the screen in an abstract format.

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Requesting Branding for Presentation Mode

Presentation mode displays can be branded to match the look and feel of the corresponding event app and/or presentation slides that will be used by the presenter. This includes background images, text colors, and countdown timers among other items.

Required Assets

In order to brand the presentation mode displays for an event, a sample PowerPoint slide deck that will be used by presenters at the event should be sent to the SpotMe Technical Contact during the branding submission request. If a sample PowerPoint slide deck is not available, the event banner images can be sent in their place. The presentation mode branding can also be included in an event blueprint to be used across multiple events. For more information on what is needed to brand the presentation mode for interactive sessions, refer to the "Brand Your App" tip sheet.

On-site Technical Setup for Presentation Mode

Using an A/V Switch in Presentation Mode

In order to be able to display both the presenter’s slides and the interactive session onto the same display, an A/V switch will need to be used. The purpose of an A/V switch is to toggle what is displaying on a screen without having to change inputs. The A/V switch allows both computers to be input to the display simultaneously while displaying only one of the computers. To switch to the second computer, you simply need to click the corresponding button on the switch, and the computer be displayed will alternate. Switching back to the original computer is as simple as clicking the other button on the switch back to the original input.

There are a few technical requirements that are needed in each room that an interactive session will take place in order to properly display the presentation mode. These technical requirements differ based on the three different types of interactive sessions.

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  • Q&A

In order to display the presentation mode for a Q&A interactive session, three computers, an A/V switch, and a projector are needed. The first computer will display the presenter’s slides while the second computer will display the presentation mode of the Q&A interactive session. Both of these computers will be hooked up to the A/V switch that is managing which input is displaying on the projector. The third computer does not need to be hooked up to anything and is meant to be used as the computer that moderates the questions as they come in.

Alternatively, if the presentation mode will not be displayed on a big screen, but instead will be provided to the presenter via an off-stage display or personal iPad that the presenter will hold, these display methods can be swapped in place of the second computer mentioned previously. In this case, an A/V switch is not necessary either.

  • Polling

In order to display the presentation mode for a polling interactive session, two computers, an A/V switch, and a projector are needed. The first computer will display the presenter’s slides while the second computer will display the presentation mode of the polling interactive session. Both of these computers will be hooked up to the A/V switch that is managing which input is displaying on the projector.

  • Word Cloud

In order to display the presentation mode for a Word Cloud interactive session, two computers, an A/V switch, and a projector are needed. The first computer will display the presenter’s slides while the second computer will display the presentation mode of the Word Cloud interactive session. Both of these computers will be hooked up to the A/V switch that is managing which input is displaying on the projector.

Running an Audience Response Session in Presentation Mode

Once the technical setup has been completed, the interactive session is ready to be run.

  • Q&A

To prepare for a Q&A session:

  1. Login to Backstage on the computer that is connected to the A/V switch and meant to display the interactive session on-screen
  2. Open the Q&A module
  3. Click on the "Interactive Sessions" tab
  4. Open the "Chairman View" or "Live View" by clicking on the corresponding button depending on how you would like the Q&A presentation mode to be displayed

Once the corresponding view is open on the display computer, everything is set for the on-screen presentation mode during the session.

Next, open the "Moderator View" on the third laptop that is not connected to the A/V switch. This will allow you to see five tabs at the top of the screen: "New", "For Discussion", "Live", "Discussed", and "Archived". As questions come in from participants, they will automatically queue in the "New" tab. You can move questions amongst the various tabs by either clicking on the checkbox next to each question or clicking on the question directly. Once you’ve selected a question, you will see the action options listed in the form of buttons to move that question to a different tab. You can queue questions that the presenter should answer in the "For Discussion" tab and move any questions that the presenter will not or should not answer into the "Archived" tab. Note that questions which are queued in the "For Discussion" tab are not pushed to the on-screen presentation mode at this point.

To make a question visible in the on-screen presentation mode, that question needs to be moved to the "Live" tab. This can be done by clicking the checkbox next to any question that is queued in the "For Discussion" tab and then selecting the "Go Live" button that appears above the question. This will trigger a preview window of the changes that are about to be made by pushing the question to "Live". If you would still like to move forward with pushing the question to the on-screen presentation mode, click "Approve".

Alternatively, you can click "Cancel" to ignore the action. If you choose the "Approve" option, the question will now be appearing on-screen in the presentation mode view. This will allow the presenter or participants to see the question on screen depending on who can see the presentation mode display. The question will also be highlighted as "Now Live" in the "For Discussion" tab. Note that you can complete any of the actions listed on multiple questions at once by selecting the checkboxes for multiple questions and then clicking the action button above the questions that you would like to complete.

When the presenter indicates that they are ready to begin taking audience questions during their presentation, you can click the A/V switch to display the computer that is showing the Q&A feature on- screen. From there, the presenter can begin answering questions that are on the screen at their convenience. Once the presenter has answered a question, you can remove that question from the presentation mode view by clicking on the question in the "For Discussion" tab and clicking on the "Mark Discussed" button. This will move the question to the "Discussed" tab and remove it from the on-screen presentation mode at the same time. Once the presenter is done answering participant questions, you can click the A/V switch to move back to displaying the computer that shows the presenter’s slides.

  • Polling

To prepare for a polling session:

  1. Login to Backstage on the computer that is connected to the A/V switch and meant to display the interactive session on-screen.
  2. Open the "Voting" module
  3. Click on the "Interactive Sessions" tab in the dropdown menu
  4. Click the "Launch" button to the right of the listing for the Voting interactive session
  5. Select the question set that you will be using for the presentation
  6. Click the play button to open up the first polling question in the question set

This will open up the branded presentation mode for the polling feature. Once the on-screen presentation mode is open on the display computer, everything is set for the polling feature to be used during the session.

When the presenter indicates that they are ready to run their first polling question during their presentation, click the A/V switch to display the computer that is showing the polling session on-screen. Allow the presenter to read the question and answer choices out loud to the participants so that everyone is aware of what the question is asking. Once the presenter has read the question and answer choices out loud, click on the right arrow on your keyboard to open up the question for polling and begin the countdown timer. Participants will begin submitting their vote via the event app at this time.

When the countdown timer reaches zero, click the right arrow on your keyboard again to close the question set, and then click the right arrow on the keyboard a third time to display the results. Allow the presenter time to discuss the results with the participants. Once the presenter has indicated that they are ready to move on to the next question, click the right arrow on your keyboard a fourth time to move to the next question. Once the presenter has run through their polling questions, you can click the A/V switch to move back to displaying the computer that shows the presenter’s slides.

  • Word Cloud

To prepare for a Word Cloud session:

  1. Login to Backstage on the computer that is connected to the A/V switch and meant to display the interactive session on-screen
  2. Open the "Voting" module
  3. Click on the "Interactive Sessions" tab
  4. Click the "Launch" button to the right of the listing for the Tag Cloud interactive session
  5. Select the question set that you will be using for the presentation
  6. Click the play button to open up the first Word Cloud question in the question set.

This will open up the branded presentation mode for the Word Cloud feature. Once the on-screen presentation mode is open on the display computer, everything is set for the Word Cloud feature to be used during the session.

When the presenter indicates that they are ready to run their first Word Cloud question during their presentation, click the A/V switch to display the computer that is showing the Word Cloud session on- screen. Allow the presenter to read the question out loud to the participants so that everyone is aware of what the question is asking. Once the presenter has read them out loud, click on the right arrow on your keyboard to open up the question and begin the countdown timer. Participants will begin providing their Word Cloud submissions via the event app at this time. Word Cloud submissions will automatically appear on-screen as they are submitted, so there is no further action or moderation needed by you during the course of the Word Cloud session.

Allow the presenter time to discuss the results with the participants. Once the presenter has indicated that they are ready to move on to the next question, click the right arrow on your keyboard once to close the question set and a second time to move to the next question. Once the presenter has run through their Word Cloud questions, you can click the A/V switch to move back to displaying the computer that shows the presenter’s slides.

 

 

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