EVERYTHING YOU NEED ON AIR TO KNOW ABOUT …...34THE ULTIMATE WEBCASTING CHECKLIST 35 XPOCAST, INXPO’S WEBCASTING SOLUTION So you want to up your game for your next webcast, or maybe

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Webcasting eBook

Copyright 2016 INXPO, Inc. All Rights Reserved. CREATED BY

ON AIREVERYTHING YOU NEED TO KNOW ABOUT WEBCASTING

http://www.inxpo.com

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Webcasting eBook


CONTENTS

3 HOW TO BE AN ENGAGING SPEAKER DURING VIRTUAL EVENTS

6 DRESSING FOR SUCCESS ON CAMERA

9 CHOOSING A LOCATION FOR YOUR WEBCAST

13 ENHANCING YOUR WEBCAST EXPERIENCE WITH LIGHTING, WEBCAM AND MICROPHONE

19 TECHNICAL REQUIREMENTS AND SYSTEM CHECKS FOR WEBCASTS

22 7 TIPS FOR THE WEBCAST DRY RUN

26 9 TIPS FOR THE LIVE WEBCAST DAY

31 POST-WEBCAST BEST PRACTICES

34 THE ULTIMATE WEBCASTING CHECKLIST

35 XPOCAST, INXPO’S WEBCASTING SOLUTION

So you want to up your game for your next webcast, or maybe you’re just making sure your first one is a roaring success. There is plenty to master:

Preparation

On-Air Presence

Setting

Post-Event Follow Up

You can do it all with this informative and helpful eBook from INXPO!


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Webcasting eBook


HOW TO BE AN ENGAGING SPEAKER DURING VIRTUAL EVENTS


Webcasting eBook

4Copyright 2016 INXPO, Inc. All Rights Reserved. CREATED BY


Being a dynamic online presenter takes practice. Connecting with a remote audience can be challenging, especially through a camera. Here are 8 tips to help you become an engaging speaker during a virtual event or webcast:

Learn the ContentFamiliarity with the content allows a speaker to focus on presenting, rather than trying to remember the points to make. To minimize worry about forgetting elements of the presentation, include notes in your presentation file and have a printout of your script or talking points.

Practice Makes PerfectSpeakers should practice their content delivery in the environment in which they will deliver it, such as in front of a computer. Presenting alone to a computer can be awkward at first. To make speakers more comfortable, ask colleagues to sit in front so they can present to familiar faces.

Understand the ToolsSpeakers should understand and utilize the content options available to them, to maximize the effectiveness of the presentation technology. It’s important to know the basic functions of the software, e.g. how to advance slides, push out polls, manage Q&A or chats, before the presentation. A moderator can handle these tasks if the speaker is uncomfortable with them or prefers to focus solely on presenting.

Look at Your CameraIf presenting via video, remember, the webcam is your link to your audience. Make eye contact with the camera so it appears to the audience that you are speaking directly to them.


Webcasting eBook


These tips will help you to be an engaging speaker during your next virtual event or webcast. Focus on a few of these tips at a time to improve your presenting style as a virtual events speaker.

Next up: Make sure you look the part. You’ll be ready to show your audience you are a star.

Speak UpCheck audio levels before presenting, but also make sure to breathe at regular intervals to speak audibly and clearly. Maintaining a clear, even tone throughout the presentation will allow the audience to hear it without adjusting their volume settings.

More is MoreA single speaker can be highly engaging, but including additional speakers often provides a more conversational experience for the audience. Multiple speakers during a presentation can also make speakers feel more at ease.

Don’t Fear MistakesHumans make mistakes, even during presentations. Realize that flubs happen and they won’t derail your presentation unless you let them. Just keep going in your planned presentation and remember, the audience is forgiving.

Be PreparedDuring the presentation, have a glass of water nearby to sip as needed. Also, keep handy a printout of your slides or notes in case you need to refer to them.



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DRESSING FOR SUCCESSON CAMERA


Webcasting eBook


When you decide to speak on camera during a webcast, what you wear matters as much as the content you are presenting. Not only will your audience see you, but the camera also reacts differently to certain colors and patterns. Looking your best can help you capture more of your audience’s attention. To follow some best practices on camera:

Smile Be engaging Wear the proper attire

DRESSING FOR SUCCESS ON CAMERA


Webcasting eBook


WHAT TO WEAR WHAT NOT TO WEAR

Blues/Cooler TonesBlue and other cool color tones enhance the presenter on camera

Tie Long Hair BackCan interfere with microphone and distract audience

Contact LensesIf possible, avoid glasses, which can cause glare; otherwise adjust lighting

Make-UpFoundation helps men and women avoid looking too shiny or washed out

Knowing the wardrobe do’s and don’ts can help you to stand out, whether in a studio, in front of a green screen or at another location.

Small Patterns (e.g. polka dots)Patterns can create interference with the camera, known as a Moire effect

Tight PinstripesCamera interference

Busy Colored PatternsLarge patterns can distract viewers

High Contrast (White, Black, Mixed)Camera interference

ScarvesMicrophone interference

Dangling Earrings (and Shiny Jewelry)Can reflect lighting and cause glare

Dressing for a successful webcast is only a small task, but it can make a big difference in your confidence and the impact of your presentation. Following these simple guidelines will ensure that you are camera-ready.

Next up: “Location, location, location,” does not only apply to real estate. It’s crucial for your event as well.


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CHOOSING A LOCATION FOR YOUR WEBCAST


Webcasting eBook


When delivering a webcast, your location plays a key role in how your audience will perceive your message. If possible, deliver presentations from a studio or green room, to provide the highest-quality look and sound for your webcast. For many presenters, these resources are not available, so webcasts often are broadcast from an office or conference room. There are several key considerations in choosing a good location for webcasts, including: noise, proximity to other offices, lighting options, network connection and more.

Selecting a room from which to deliver the session should not be a last-minute decision. Speakers should know the room they’ll be in, make sure it’s reserved and have practiced from that room in advance.

USE A HARD-WIRED INTERNET CONNECTION1

Speakers’ locations should have doors that can be closed, to block out interruptions. If necessary, a note on the door can alert others to be quiet during recording.

MAKE SURE IT’S PRIVATE2

Wireless networks can be fickle and are more likely to drop connections, which can disrupt the presentation. Being hard-wired will help ensure strong connectivity and clear audio and video streams.

INTRODUCTION

7 TIPS FOR PICKING A WEBCAST LOCATION

ON AIR


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MAKE SURE IT’S QUIET

CONTROL THE LIGHTING

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CONTROL NOISE FROM EQUIPMENT5

Rooms that are near common areas (e.g. conference rooms, bathrooms or kitchens) can disrupt the session, especially during break times. Pick a more secluded location to block this out. If necessary, email people who frequent the presentation location and ask them to be respectful of their volumes.

For webcam presentations, speakers should set up for optimal on-camera display. That means they’ll need to control the overhead and window lighting, to allow ample illumination and avoid glare. Interior rooms with no natural light source may require additional lighting to brighten the space.

Manage noise by turning off fans, telephones or public address systems. Keeping ambient noise to a minimum is important for a good webcast experience. If speakers can’t control noise-generating equipment, another location would be best.



Webcasting eBook


SIT IN AN ADJUSTABLE/NON-SWIVEL CHAIR

USE A HANDSET

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These tips will help presenters to choose locations and create a great atmosphere for webcasts that look and sound professional. Also, don’t forget to practice the presentation ahead of time in the location selected for the webcast. This will help presenters feel more comfortable and confident on the day of the webcast.

Next up: Don’t let the little things ruin the show. Sound and lighting are important.

For video presentations, comfortable and stationary seating is preferred. Presenters should use chairs that are adjustable for height but do not swivel. Swiveling on camera creates a poor attendee experience and can be distracting.

For telephonic presentations, speakers should use phones with a handset. Cell phones or speaker phones are bad choices when giving a presentation because the sound can come through muffled or distorted, and speaker phones can pick up outside noises that may distract the listening audience.



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ENHANCING YOUR WEBCAST EXPERIENCE WITH LIGHTING, WEBCAM AND MICROPHONE


Webcasting eBook


LIGHTS, CAMERA, ACTION!

When you begin to plan for your webcast presentation it is important to keep in mind the technical requirements, location and types of content necessary to create an engaging webcast. Following these best practices for delivering a webcast will help you create a high quality audio and video webcast with a webcam that will be sure to keep your audiences’ attention.

INTRODUCTION

ON AIR


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BEST PRACTICES FOR LIGHTING

Use a three-point lighting strategy:

Use natural light when possible. Keep windows in front of you.

1. KEY LIGHT

2. FILL LIGHT

3. BACK LIGHT

The main light used to illuminate you.

Using the natural light in the room you can adjust the total look with overhead and additional lights as needed.

An open window behind the speaker can make them look dark, with the window in front of the speaker you can use the natural light to illuminate their face, adjusting blinds as needed.

The secondary light that fills shadows, usually half the intensity of the key.

The light that shines behind, adding a rim of light to the speakers head.

Webcam12

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Be familiar with the webcam.

Avoid distracting backgrounds.

Knowing how to access the webcam software will help the speaker or engineer to adjust the webcam for the best possible picture.

Once you set up your lighting and equipment make sure to check your surroundings especially behind you to make sure there are no distracting colors or movement.

Have proper placement of the webcam.

Make sure the camera is placed at eye level.

Use the rule of thirds to align the speaker in the webcams image in the center.

This will ensure the speaker is looking directly at the audience. You can adjust the camera height or the chair the speaker is in to achieve this.

BEST PRACTICES FOR WEBCAM


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Check for good audio placement

Test audio levels

The microphone should be close to the speaker’s mouth but not so close to pick up popping “p’s” or certain words that hit the top of the audio levels. The microphone should not be in the camera view.

Make sure the volume is loud enough to hear but doesn’t pick up background noise or static.

BEST PRACTICES FOR MICROPHONE

Use external microphones if available

Don’t touch the microphone while live

Limit interference as much as possible

Microphones built into computers and cameras often have lower quality than what you want for a webcast presentation. The mobility of an external microphone allows the speaker to place it in the optimal location for sound.

Adjusting or moving the microphone while live will make loud noises and can disrupt the audience and the on-demand recording.

Turn off cell phones, fans, computer speakers, or anything else that may be a distraction during the webcast.


Webcasting eBook


BEST PRACTICES

The webcam is the visual video source of the webcast. It’s how the speaker will visually communicate with the audience. It is important that the room the webcast is being delivered in is configured properly for the best possible display settings. Testing of the room with the equipment, microphone, and lighting in place should be done in advance of the live day, as well as 30 minutes prior to start time.

Next up: Never underestimate the details. Make a list of what you need and check it twice.

Following this simple checklist will help you to properly position lighting, your webcam, set up your external microphone and help to get you set up for a worry-free webcast.


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TECHNICAL REQUIREMENTS AND SYSTEM CHECKS FOR WEBCASTS


Webcasting eBook


INTRODUCTION

PRESENTER COMPUTER REQUIREMENTS

To ensure a successful webcast, presenters need the following: proper setup, good location, great content, a strong Internet connection and a computer that meets the technical requirements.

Delivering a webcast calls for a machine and Internet connection that presenters can trust, to avoid technical issues that may create a negative audience experience. Use the following checks to build a strong foundation for successful webcasting:

Use a hard-wired internet connection

Presenters must pass each item in a system check to present. It’s a best practice for speakers to test their system before a webcast to ensure everything is working properly. This also allows time to fix system issues, if any are present.

Pass the system check

Turn off wireless access on the computer to ensure the computer is using the hard-wired connection. Wireless connections are often times overlooked, so checking that your connection is turned off can help to eliminate video mishaps and dropped audio.


Webcasting eBook


Confirm adequate network bandwidth

When giving a webcast, particularly a video webcast (these have higher bandwidth requirements), it is important to ensure the presenter’s system network can handle streaming to the Internet and will not impede the delivery or cause an issue for the presenter and/or the audience. This bandwidth test should be conducted in advance of a dry run.

A minimum of 600 Kilobits per second (Kbps) in data transmission speed is recommended for a delivering an online presentation. Presenters should confirm that their presentation location has enough available bandwidth.

NETWORK REQUIREMENTS

Presenters should practice delivering their presentations in a “dry run” two days before the scheduled date of the webcast. It is helpful to practice the delivery as though presenting to a live audience, with an engineer, to highlight any technical issues that might be present.

Testing the computer and network connection prior to the webcast day can put presenters at ease, knowing that the technical requirements are met and the setup is working properly. That gives the presenters more time to focus on delivering highly interactive and engaging content.

Next up: Practice makes perfect. Don’t skip the dress rehearsal.

Check bandwidth at presentation site


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7 TIPS FOR THE WEBCAST DRY RUN


Webcasting eBook


A dry run is a critical step when planning to deliver a successful webcast. It ensures speakers are prepared and confident for the live day by giving them the opportunity to test their location, equipment, and become familiar with the webcasting software used to run the webcast.

PRACTICE. PRACTICE. PRACTICE.

CREATE “SEED QUESTIONS” FOR THE Q&A

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Speakers should be able to give their presentation without having to look at each slide. Practicing multiple times allows the speaker to be able to make better eye contact with the camera (the audience) rather than the content and gives them the confidence to take and pose questions throughout the duration of the webcast.

Sometimes audience members can be slow or nervous to type in questions. Prepare 3-5 questions the speakers are comfortable answering in case they need to get the ball rolling. These questions may spark an idea in the audience and help them to ask their own questions.

WHAT IS A DRY RUN?

7 USEFUL TIPS FOR THE DRY RUN


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KNOW WHAT’S EXPECTED OF YOU

KNOW THE AUDIENCE

KNOW THE PLAN

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Understand what is needed for the live day. This includes knowing how long the session should be, how much time should be left for questions, the must include and avoid topics, what time to arrive on the live day, etc. Knowing well in advance what is expected from you will help you to prepare and have all the moving components in place when you practice and during the live day.

Tailor the presentation to the audience and present at their level. If speakers are unsure of the audience’s knowledge level, prepare a polling question early on and prepare to adapt to their responses. Having a good idea of the audience will help you to deliver information that is more meaningful and will help everyone to get the most out of the webcast.

Understand the webcast technology, flow of the session, how to change slides, pass the microphone (if needed), answer questions and participate in the chat. Being familiar with the webcast platform will help you navigate within the environment more smoothly on the live day.



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PRACTICE CONTINGENCY PLANS

USE SAME LOCATION/EQUIPMENT

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Prepare backup plans in case of audio/video malfunction, loss of connection to the internet or other scenarios that may arise while presenting. It’s important speakers understand what could happen and have a backup plan to keep the webcast on track. The last thing you’d want is to have attendees drop out of the presentation because of technical difficulties.

To ensure a proper test of delivery, the speaker should be in the same location, using the same equipment, on the same network that will be used for the live day. The purpose of this is to simulate a live presentation and get comfortable with your surroundings, the technology, and content.

When prepping for a webcast, the dry run should be set up as close to the live day as possible, incorporating the actual location, technology, and content. Being properly prepared for a successful webcast requires a lot of pre-planning and practice. Following these 7 tips will help you get ready for your dry run and ultimately your live webcast.

Next up: It’s show time! These tips will have you performing like a pro.



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9 TIPS FOR THE WEBCAST LIVE DAY


Webcasting eBook


The live webcast day is when the audience is going to login to watch and engage with the session. It’s important to have everything in place before you go live to ensure the webcast runs smoothly and the audience has a great experience. The following tips for your Live Day will help you become better prepared so you can present with confidence, leaving your audience wanting more!

WHAT IS THE WEBCAST LIVE DAY

9 USEFUL TIPS FOR WEBCAST LIVE DAY

ARRIVE AT LEAST 30 MINUTES EARLY

START ON TIME

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Give the speaker or engineer time to setup and test equipment and software, do a quick slide run through, and prepare additional seed questions. Speakers can begin to interact with the audience as they trickle in to get them excited and engaged.

Go live at the published time. Attendees may continue to join but speakers shouldn’t punish the ones who were on time by starting late. Starting on time shows you are professional and are well prepared with the material and technology.


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LOOK INTO THE CAMERA

TELL THE AUDIENCE WHAT’S EXPECTED OF THEM

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For video sessions, don’t swivel, look down at notes, or look around the room. Connect with the audience by looking into the camera. Having the speaker make eye contact with the camera helps to keep the audiences attention and creates the illusion that the speaker is looking at an audience. Keeping “eye contact” with your audience shows you are confident in the information you are sharing.

Review how to properly use group chats, Q&A, polls, etc. so that your audience can participate right from the beginning of your webcast. If the audience is familiar with all the features and tools they will be more likely to use them, stay engaged, and have the most interactive webcast experience.

9 USEFUL TIPS FOR LIVE WEBCAST DAY


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DON’T ANNOUNCE PROBLEMS

HAVE A GLASS OF WATER HANDY

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If something does occur or the speaker is unsure of how to do something, use the presenter tools to address this instead of announcing it to the audience. If the audience thinks there’s an issue they may leave and the announcement of an issue will be on the final recording.

Have a glass of water handy in case the speaker becomes parched. It’s not uncommon for speakers to get nervous and get distracted when their mouth gets dry. A glass of water will help the speaker take a pause, regain composure, and continue the webcast without a problem.


BE CONSCIOUS OF TIMING5

Use the timer to stay on pace and make sure to complete the content with time for Q&A. Practicing delivering content will give you a good idea of how long the presentation will be and help you to map out how long of a time you should leave for questions and wrap up. If the webcast runs over let attendees know they can catch the rest of the Q&A on demand if they can’t stay.


Webcasting eBook


HAVE A COPY OF THE SLIDES

HAVE FUN!

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Speakers should print a copy of their slides with notes and have them on hand in case of an emergency. If the speaker uses a teleprompter or loses their train of thought a quick glance at the slides will help to pull everything back together.

If the speaker is smiling and seems interested in the content, the audience will be too. It is important to stay professional but show some personality. If you are having a good time, most likely the audience will be too.

These 9 tips will help you prepare and present an engaging and professional looking webcast. Following these tips will get you in the right mindset to be prepared for anything that may happen while you are live. As in most situations, it’s best to prepare for the worst, hope for the best and always have a smile.

Next up: Just because the show ends, doesn’t mean you’re done.



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√√√√

POST-WEBCAST BEST PRACTICES


Webcasting eBook



Once a Webcast is OverAnalyzing a variety of metrics can help organizations understand the event’s impact and how to create successful future webcasts. Two key metrics are audience participation and engagement scores. It’s important to keep in mind that these metrics may fluctuate as new audience members watch the session on-demand.

REVIEW THE METRICS

Understand attendance numbers. Where during the webcast did numbers drop? At which points was attendance highest? Review survey results, chat comments, Q&A and polls to see how the session was received. You might find that specific areas worked well for the audience or topics were difficult to understand. Answer via email any questions there wasn’t time for during the webcast.

CONTENT INDEX

ENGAGEMENT INDEXWay to go!

Way to go!

Did you get the audience involved?

Want to make your program more interactive?Find out how using the links below.

SCORE CARD

Best Practice Series: How to organize and prepare for a live webcast.

PROGRAM OVERALL SCORE

AUDIENCE INDEX

9.0

8.7

6.4

A

8.3

C

E

0-3 4-6 7-10

CONTENT INDEX


Did you present enough content?



SCORE CARD

Best Practice Series: How to organize and prepare for a live webcast.


AUDIENCE INDEX

6.2

3.7

8.1

A

5.3

C

E

0-3 4-6 7-10

CONTENT INDEX


Way to go!



SCORE CARD

Best Practice Series: Choosing the right color palette when branding an event or webast.


AUDIENCE INDEX

5.7

10.0

7.7

A

7.5

C

E

0-3 4-6 7-10

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Webcasting eBook


After the completion of a webcast, it’s important to understand your audience’s experience and how to improve on your own content and presentations in the future. Doing so will increase your retention rates, audience engagement and continue to improve upon your presentation style.

Next up: Wrap it up with a checklist to be sure you covered all of the tips.

RE-USE THE CONTENT

ASK FOR FEEDBACK

Ask the audience and a trusted source (or two) to critique the webcast content, pace, performance, etc. Gathering feedback will help to improve future webcasts and understand what components work and which areas need fixing. Ask the audience what other topics they are interested in, to continue creating content that captures interest and keeps them coming back, or spreading the word about content you are producing.

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Your webcast is a rich source of content to re-use and re-purpose. Leverage it after the event. For a marketing webcast, promote on-demand access to extend the life and value of the program, especially for those who registered but did not attend. If your webcast was for training, audience questions and comments are a great source of new FAQs and supplementary material for another touch that solidifies the topic for your audience. Don’t forget to monitor comments and questions that may arise from on-demand viewers!



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Use this checklist as a reminder for your live webcast to ensure you and your speakers have everything they need and are set up correctly to deliver a smooth and engaging presentation.

THE ULTIMATE WEBCASTING CHECKLIST

Ensure a secure hardwired connection to the internet

Select a quiet and secluded area to present away from distractions

Print out a copy of your slides to help keep you on track

Keep a glass of water near by to prevent a dry mouth

Arrive at least 30 minutes early for proper audio and video checks

Practice delivering your content loudly and slowly- practice with a partner

Work a few engagement elements into your presentation to keep the audience’s attention

Remember to look directly into your webcam making “eye contact” with the virtual audience

Prepare seed questions for Q&A time incase the audience needs help

Remember to smile and have fun! Don’t be afraid to make mistakes


Webcasting eBook


XPOCAST provides companies a simple and cost-effective webcasting solution that delivers powerful audio and visual presentations to global audiences. With live, simulive, and on-demand broadcasting options, you have the power to control when and how your content is delivered.

XPOCAST® gives you the power to reach and engage specific target audiences with messaging that you control. Some of our use cases include: Product Demonstrations, Company Updates, Education & Training, Lead Nurturing.

www.inxpo.com/webcasting

LET’S TALK!


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EVERYTHING YOU NEED ON AIR TO KNOW ABOUT …...34THE ULTIMATE WEBCASTING CHECKLIST 35 XPOCAST, INXPO’S WEBCASTING SOLUTION So you want to up your game for your next webcast, or maybe