• [ ] Meet your team on zoom 15 minutes prior to the event
• [ ] Set up any polls or breakout rooms at this time (could also be done earlier)
• [ ] Only admit your team members and guest presenter (not attendees) prior to the event time
• [ ] Make team members and presenter co-host
• [ ] Check that all microphones, cameras etc. are working
• [ ] Have QR code link (not the code necessarily) to drop into the chat so attendees can register (and automatically receive the survey afterwards)
• [ ] Ensure presenter can share their screen
• [ ] Double-check that everyone knows their role (e.g. admitting people, monitoring chat, managing Q&A)
• [ ] Admit all attendees 1-2 minutes prior to scheduled start time
• [ ] Ambassador or co-ambassador greets attendees by name
• [ ] Introduction of Ambassador, team members
• [ ] Show attendees how to ‘raise hand’
• [ ] Ask attendees to drop their information into the chat
• [ ] If there is a presenter, introduce them by reading a short bio/business info about the presenter so they do not have to introduce themselves (get this from them ahead of time), or if no presenter, introduce the topic/theme of the meeting.
  • [ ] During the presentation (ask presenter beforehand if they want to take Q&A and make it interactive, or if they want Q&A afterwards) have team monitor the chat and collect questions
  • [ ] If there are more than 30 people in attendance, have one designated team person then ask the Questions from the chat
  • [ ] If its a smaller group its ok to have people ‘raise hand’ to then ask questions in order
  • [ ] For local presenter/business showcase, provide 20 min broken into 10 min presentation and 10 min Q&A, as needed.
• [ ] Ambassador thanks the presenter, takes back event control and opens room for discussion, networking, socializing or breakout rooms.
• [ ] When presenting an event tool same timing. Spend approx. 20 min discussion tool (have a person that is familiar with the domain present it- e.g. that’s your presenter, see above) and then move to other activities/discussions if warranted.
• [ ] Don’t forget to take a screenshot!
• [ ] Close breakout rooms, ask attendees to save the chat.
• [ ] Ambassador officially closes the event on time, announces time/date of next event.

<aside> 💡 During a virtual event it is important that the entire team stays on camera and drops comments in the chat, e.g. repeating key points the presenter is making, sharing links etc. to keep the presentation interactive

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