75 # What happened What went well What needs improvement To your - PowerPoint PPT Presentation

75 #

What happened What went well What needs improvement To your questions Additional Q&A if time permits How might we…

Curated Q&A per the questions received from…

What happened IxDA Berlin delivered their fj rst virtual event on March 19, 2020. Some key fj gures: Event lasted for over 3 hours We used Hopin for ticketing and event, • • 3x 30 mins networking: before main program, 
 one payed moderator account • between keynotes, and post main program Prerecorded reception video via Vimeo • 2 keynote speakers each 15-20min + Q&A Post-event survey via Typeform • • 4 speakers w IxD20 recaps; 20min total 1 producer, 4 hosts/moderators • • Ad-hoc participation in “Open Mic” section 100% remote production via standard • • webcam/headphones – no studio/-tech 267 peak attendee count Coordinating chat via Hopin , backup via • • 62% attended, 38% no show 
 Slack (on Phones, dedicated channel, • (signi fj cantly better than our normal ratio) full noti fj cations on) and Text messages 69.3% participated via desktop computer, Script via Google Doc , coordination 
 • • 30.4% via Phone , 0.3% via Tablet of ad-hoc participation via Email

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Some impressions… “Stage” (Main Program)

Some impressions… “Sessions” (Breakouts)

Some impressions… A (breakout) session

What went well ++ Great enthusiasm from all participants ++ Detailed upfront instructions to 
 and tech check with all presenters, ++ Broader reach than physical events including lighting/setup optimisation (international audience) ++ Very close monitoring by one central ++ Much lower no-show rate producer /moderator (Jay) 
 ++ Chat-roulette feature (random 1:1 pairing for 
 ++ Coordinated run of show using 
 3 minutes of Facetime-style conversations) 
 a timed script and backstage > stage ++ (Un)moderated breakout sessions 
 ++ Ticketing and event-platform 
 under one roof ++ Text chat for feedback during talks

What needs improvement 1/2 - No good way for important service - Presenters have to be more expressive in online environments to be really engaging announcements to everyone, e.g. when the streaming (re)starts, breaks end, 
 - Di ffj cult to manage ad-hoc participation , 
 or regarding bugs/workarounds like in our Open-Mic Sessions - Organisers have to juggle multiple - For newcomers it’s now even more 
 applications (Slack, Hopin, Gdocs) which di ffj cult to feel part of a community is hard to handle on single screen setups - Hard to give ad-hoc feedback 
 - Multiple Hopin bugs , 
 (e.g. appreciation) other than via 
 including one disruptive one 
 chat/emoticons - We didn’t have a backup plan 
 in case of total blackout

What needs improvement 2/2 - Networking over video-chat is just awkward! 
 - We didn’t get to post a single Tweet! 
 - Harder for presenters to engage with the - We can do better with timing important audience. There is no „reading the room“. announcements into the chat; there 
 HMW improve this? should be a dedicated role for that 
 - Technical challenges can likely become a - Handling private vs. public vs. backstage barrier for participation: improve onboarding chat can be quite overwhelming and better communicate known pitfalls 
 - HMW remove more barriers for the supershy? - …

To your questions…

Question 1 , “Technical Platform” What platform 
 did you use, and why?

Question 2 , “Technical Platform” I've tried Zoom and we tried it twice so far with pretty ok results, but of course, can't settle for less if we can improve the experience. 
 So is Hopin.to better? Why better?

Question 3 , “Technical Platform” Are there tutorials or any 
 best practices for hopin.to?

Question 4 , “Technical Platform” Is it stable? Vimeo crashed during our event. We’re switching to Qbrick for plain streaming.

Question 5 , “Technical Platform” Does it o fg er tickets, 
 or integrate with other ticketing systems?

Question 6 , “Technical Platform” How many participants can it hold and can we bulk invite "ticket" holders? 
 + 
 Can we bulk invite attendees by email?

Question 7 , “Technical Platform” Was there special pricing / payment plan for the tool 
 from the Hopin team?

Question 8 , “Technical Platform” Does Hopin.to have an education price?

Question 9 , “Technical Platform” IxDA Berlin chapter used Hopin.to, 
 the early access price is steep. 
 Any chance we get a discount?

Question 10 , “Technical Platform” Does IxDA provide 
 a platform for all?

Question 11 , “Technical Platform” How did you manage the trial part with the admins?

Question 12 , “Technical Platform” Did you have a chance to engage with Hopin support team for the issues during the call?

Question 13 , “Technical Platform” Are events private?

Question 14 , “Technical Platform” Does it support 
 RTMP propagation?

Question 15 , “Technical Platform” Is there a backup stream?

Question 16 , “Technical Platform” Can I monitor 
 stream health?

Question 17 , “Technical Platform” What kind of technical setup 
 does the speaker use?

Question 18 , “Technical Platform” What were the technical issues to challenge for setting it up and during the event?

Question 19 , “Handling/Onboarding/Moderation” How would you compare 
 Zoom Rooms and Hopin Sessions engagement for the audience?

Question 20 , “Handling/Onboarding/Moderation” What’s the onboarding into the platform like - compared to physical

Onboarding via prerecorded reception video https://vimeo.com/398758095

Question 21 , “Handling/Onboarding/Moderation” Moderating with +100 people, what were your challenges when people were asked to post their questions?

Question 22 , “Handling/Onboarding/Moderation” Is there a moderation feature for questions like in Slido?

Question 23 , “Handling/Onboarding/Moderation” Can you mute / remove attendees?

Question 24 , “Handling/Onboarding/Moderation” What kind of back channel 
 does the system have?

Question 25 , “Handling/Onboarding/Moderation” Can users easily be given di fg erent roles, like Admin / Moderator / Speaker / Panelist / attendee?

Question 26 , “Handling/Onboarding/Moderation” What roles will be needed for which tasks and how many people do you recommend help?

Question 27 , “Handling/Onboarding/Moderation” How much time do you allocate? I’m working full time and although I’m at home I seem to have less time than ever.

Question 28 , “Handling/Onboarding/Moderation” Is there a starter kit that can 
 walk others through in how to 
 do this themselves?

Question 29 , “Curation / Logistics” Did you work with some sort of checklist?

Question 30 , “Curation / Logistics” Did you do rehearsals - compared to physical org ?

Question 31 , “Curation / Logistics” What did you have to do way earlier than you did, if you had known how much time/e fg ort it took?

Question 32 , “Curation / Logistics” Was there any guidance from the people from Hopin before and during the event?

Question 33 , “Curation / Logistics” Do you have speaker packs you can share - compared to physical org?

Question 34 , “Curation / Logistics” Are the talks live, or pre-recorded?

Question 35 , “Curation / Logistics” I assume presenter (and host) is the only one on video, people are on mute and watching during a presentation, and going to video and o fg -mute to ask questions?

Question 36 , “Curation / Logistics” How many breakout sessions can the organizers handle in parallel before it all goes awry?

Question 37 , “Curation / Logistics” What do you use to collect topic preferences ahead of time?

Question 38 , “Curation / Logistics” What kind of topics work best for these kinds of remote events?

Question 39 , “Curation / Logistics” How long should di fg erent event types be?

Question 40 , “Other” What is the cruciality of having a minibar for the cold beer supply during these challenging webinars?

Question 41 , “Other” If you could do it again, what would you do di fg erent and why?

Additional Q&A