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Speaker Tech Check: Checklist and Resources

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Before you get started as a speaker at a Hopin event, you will want to be prepared and know exactly what this will involve. To make sure you have the best experience, we have complied a "tech check" for you. 

Go through our tips and resources to ensure the event, and your segment, runs smoothly. 

  1. Create your test event by duplicating your real event. Inform your event manager or Customer Success Manager that your testing event is ready, and send them the event URL, so they can extend your event out past the 72hr mark. 
  2. Once you have duplicated* your event to create a testing environment, send your speakers magic links to the test event. Always remind you speakers that the testing environment is different from the “real” event, and will have different links associated.
  3. Begin the rehearsal in a Zoom or Google Meet. Set expectations at the top of the call and ensure everyone can access the venue before you get started. Once everyone has successfully navigated to the test event, close the external meeting.
*Note: Please always use a new event for your official events. This ensures you have the most up to date features and functionalities. We recommend duplicating your official event for testing, checking configuration, speaker rehearsals, and more. However, any event that is going to be live to the public should be completely new for the best performance.

Stage Speakers 

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  1. Begin with speakers “off screen”- Explain that speakers are “backstage” and off screen (audience cannot see or hear them) until they are added to the broadcast.
  2. Confirm they can share audio and video. Point out mute button and advise them not to mute, as organizers will control all muting and unmuting.
  3. Check lighting and setup to ensure organizers are happy with appearance.
  4. Show them how it looks to be added and removed from the broadcast.
  5. Point out and describe the “comments” and “private chat”.
  6. If speakers are sharing their own presentations, practice sharing slides or videos.
  7. Go Live- show speakers where they can see the “live” count up timer.
  8. Point out the “return” button to go back to Hopin after they have finished their segment.

Tips:

  • Join from a desktop or laptop on the most “up to date” version of Chrome.
  • Close all extra tabs and applications before joining.
  • Be mindful of the appx 12 second delay.
  • Join the rehearsal from the same location, network, etc as event day to replicate the circumstances you will have when joining from the real event.
  • Check your internet connection, and hardwire into your internet when possible. If they cannot hard wire, ensure no other people in the house will be pulling bandwidth at the same time.
  • Hardwired headsets/ headphones are preferred over bluetooth, as they have a habit of disconnecting. 

Session Speakers 

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  1. Go over how to share a/v and how to change a/v settings.
  2. Go over session chat, polls, and Q&A if these are being used. Go over Q&A moderation if being used.
  3. Go over screen sharing options if speakers are sharing presentations.
  4. If sessions are moderated, practice bringing attendees on and off screen.
  5. Point out the limit of 20 people on screen, including screen shares within sessions.
  6. Go over views for attendees, how attendees can change these, and muting permissions.

Tips:

  • Join from a desktop or laptop on the most “up to date” version of Chrome.
  • Close all extra tabs and applications before joining.
  • Join the rehearsal from the same location, network, etc as event day to replicate the circumstances you will have when joining from the real event
  • Check your internet connection, and hardwire into your internet when possible. If they cannot hard wire, ensure no other people in the house will be pulling bandwidth at the same time.
  • Hardwired headsets/ headphones are preferred over Bluetooth, as they have a habit of disconnecting.

Expo Booth Owners/Exhibitors 

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  1. Show booth moderators how to “toggle” back and forth between their live session and their fallback provider.
  2. Point out the limit of 10 people on screen, including screen shares, within expo booths.
  3. Go through booth chat, polls, and Q&A if these are being used. Walk through Q&A moderation if this is being used.
  4. Point out lead generation or call to action button.

Tips:

  • Join from a desktop or laptop on the most “up to date” version of Chrome.
  • Close all extra tabs and applications before joining.
  • Join the rehearsal from the same location, network, etc as event day to replicate the circumstances you will have when joining from the real event.
  • Check your internet connection, and hardwire into your internet when possible. If they cannot hard wire, ensure no other people in the house will be pulling bandwidth at the same time.
  • Hardwired headsets/ headphones are preferred over bluetooth, as they have a habit of disconnecting. 

Supporting Documents (Tips, Tricks, and Best Practices) 

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