If you want to make sure your speakers are 100% ready when they are live, green rooms is a nice way to boost their preparation.
You can find explanations below on how to set up and run green rooms during your live sessions.
Preparing your green room
Whether you are using Zoom, StreamYard or another alternative, follow these steps to prepare your green room:
- Create your green room meeting as much in advance as possible
- Add the green room meeting link to your live briefing sheet
- Communicate the meeting link to the customer, or send a calendar invitation to the speakers directly as relevant
- Make sure you have the production meeting link, located in the live briefing sheet as well
Running your green room
Follow these steps to run your green room:
- Always launch your meeting at least 1 hour before the first speaker is meant to join
- When speakers are joining, run through the relevant checks. They usually include:
- Sound quality is good
- Video quality is good
- The speaker environment (surrounding noise, light) is good
- The speaker can screen share slides (if relevant)
- The speaker has the polling / Q&A links they need (if relevant)
- Once checks are done, communicate the production meeting link to the speaker through the chat
A few best practice as well:
- Make sure you prioritize. You might have a speaker with technical difficulties, in which case you need to make sure this is not holding off other speakers that should be joining the live production
- Ensure you keep the live briefing sheet up-to-date so that the rest of the team is aware that things are progressing
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