Starting and running the webinar

Before starting the webinar check your set-up

Set-up

•  Laptop /PC fully charged and/or ideally connected to power. Do not host webinars using a phone or tablet/iPad.

• Located near your internet hub - you can check your internet speed with Fast.com  - ideally 30+ is best

Environment

• Free from noise, phone alerts, dogs, children etc

Host from the desktop Zoom app!

• While you will have set up the webinar using the desktop browser (usually Chrome), the actual live webinar should be run from the Desktop Zoom app - see Equipment checks on your computer. Do not host the meeting from the browser or from a mobile device such as a tablet, iPad or phone. 

Ensuring the correct settings on the live webinar

Click Start on the webinar you are running

On the bottom black bar, click Participants and Chat to open these functions. 

Practice Session – 30 mins before

• Sound and vision checks with all speakers

• Practice screenshare where applicable

• Practice sharing your screen with the holding slides

• Verify running order, you could add this to chat area

• Confirm how you’ll operate questions with the Chair

• Decide on whether to upvote questions (if agreed not to upvote then disable this function - see Q&A setting in Schedule a Webinar)

• Remind the Chair to ask delegates to clearly write their questions in so they can be read out directly

• Remind the Chair to mention that not all questions will be able to be answered, but that we’ll review afterwards and get back to individuals

• If anything goes wrong for speakers, to try to re-join or worst case join via phone

• Check everyone knows where to do this and that they have the Zoom host's mobile number to hand

• Rename panelists if necessary with full name and, ideally, company 

• Remind panelists to keep to time!

• Remind panelists when not speaking to go on MUTE - hosts also have access to do this for them

• Remind panelists to watch out for alerts in chatbox

• Chair to keep an eye on questions, and any they’d like to answer, to say so in the chatbox

Broadcasting the live session

Before you press Start Webinar be aware that it can take up to 2 minutes for people 'move' into the Zoom webinar, depending on their broadband connection speeds.  

Events team recommend these steps before broadcasting your webinar

1.  Ask all the speakers and Chair to switch their cameras and mics off 

2.  Rename yourself as ICAEW and mute / turn off your camera. 

3.  Share the holding slides through share screen button on Zoom (always ensure you share this before starting the webinar)

Press Start Webinar

4.  After 2 minutes, chair unmutes and starts camera and you stop sharing your screen.

5.  Chair will now begin to do their introduction.

6.  When the Chair has finished intro, ensure the speakers turn on their cameras either in order of speaking or all turn on at the same time if it is a panel discussion.
   
   Tip: Depending on the structure of the webinar you may want to change the audience view  to either "speaker view" or "gallery view"  (see above for these live webinar settings). Please note, the audience also have ability to change this in their own view. 

During the webinar

7.  Always monitor technical questions that come in and respond privately to the user having the issue

8.  Urgent messages to panellists should go into the chat (ensure you have turned this off for audience to view, see above settings)

9.  Keep an eye on the time and give the Chair a 5 minute warning and then 1 minute warning through the chat function

10.  When the Chair has ended the webinar, you can end meeting for all (which stops the webinar abruptly)