Best Practices for event clients

Event clients can refer to the following checklists to ensure you have everything you need to ensure the technical aspects of your event runs as smoothly as possible. Note, this does not include various Events Management processes, such as coordinating with catering or sending out invites. There is a section for in-person, virtual, and hybrid events.

IN-PERSON

• Run of Show
  • See our template run of show documents if you need help writing a run of show.
• Microphones: how many
  • Event space maximum is 6
  • Handheld or lavalier?
• Slides (including holding slides): Condense all presentations into one presentation and share this with avservices@barnard.edu
• Other media:
  • Whenever possible, integrate this into the same powerpoint/google slides doc you are using for presentations. Both programs are compatible with the following standard formats which you should be using for media regardless:
  • Video: mp4 or mov
  • Audio: mp3
  • Image: jpeg or png
  • Youtube and vimeo links can be integrated into a powerpoint or google slides.
  • Spotify can be linked from run of show or presentation slides, but will open in a separate window.
• Clicker for slideshow
• Adapters for laptops
  • Newer Mac laptops will require an HDMI to USB-C adapter and a USB-A to USB-C adapter, as needed
  • Older macs and some PCs will require an HDMI to Thunderbolt 2/HDMI to DisplayPort Mini (these are the same) adapter.
• Bringing your own gear
  • Send model number and cabling information (eg., Fender Champ 25, needs power connection)
• Arrive at event space at least 30 minutes before event to run through technical needs
• Coordinate with speakers to arrive at the event space at least 30 minutes before the event to sound check or do a technical run-through.

VIRTUAL

• Have you watched the Webinar Best Practices guide?
• For Webinars: Get a one day webinar license from CUIT.
• Create the meeting/webinar in your Zoom account and enable practice session.  Decide whether you want Q&A, the chat feature enabled and/or recorded.
• Set recording status as desired: if recording, have Zoom save the recording in the cloud
• Add co-hosts and panelists–if your panelists or co-hosts do not normally login or  use their Columbia University email, please add them as a panelist using their preferred email address and then promote them to co-hosts when necessary.
• Run of Show, include Zoom link
  • See our template run of show documents if you need help writing a run of show.
• Slides (including holding slides): Condense all presentations into one presentation and share this with avservices@barnard.edu
• Day before: run-through/practice session
  • Test sharing media
  • Have all panelists/presenters test camera and microphone
  • Set co-hosts
• Day of: Practice Session
  • Final test of media sharing, camera, microphone
  • Review Run of Show
• Start the Webinar/Zoom meeting (live to the public)
• After the webinar: make sure to download the recording within 7 days, before Zoom auto-deletes it

HYBRID

• Have you watched the Hybrid Event Best Practices guide? (In Progress)
• Request a videographer from IMATS
• For Webinars: Get a one day webinar license from CUIT.
• Create the meeting/webinar in your Zoom account
• Add co-hosts and panelists, including avservices@barnard.edu
• Set recording status as desired: if recording, have Zoom save the account in the cloud
• Run of Show, include Zoom link
  • ​​​​​​​​​​​​​​See our template run of show documents if you need help writing a run of show.
• Slides (including holding slides): Condense all presentations into one presentation and share this with avservices@barnard.edu
• Other media:
  • Whenever possible, integrate this into the same powerpoint/google slides doc you are using for presentations. Both programs are compatible with the following standard formats which you should be using for media regardless:
  • Video: mp4 or mov
  • Audio: mp3
  • Image: jpeg or png
  • Youtube and vimeo links can be integrated into a powerpoint or google slides.
  • Spotify can be linked from run of show or presentation slides, but will open in a separate window.
• Bringing your own gear
  • Send model number and cabling information (eg., Fender Champ 25, needs power connection)
• Day before: run-through/practice session
  • Assign a staff member to monitor and moderate the online portion of the event
  • Test sharing media
  • Set co-hosts
• Day of: Practice Session
  • Final test of media sharing, camera, microphone
  • Review Run of Show
• Arrive at event space at least 1hr before event to run through technical needs
• Coordinate with speakers to arrive at event space at least 1hr before event to sound check.
• Start the Webinar/Zoom meeting (live to the public)
• After the webinar: make sure to download the recording within 7 days, before Zoom auto-deletes it