Virtual Event Playbook
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Virtual Event Playbook Virtual Event Playbook Accessible Inclusive Engaging ©Microsoft Corporation, 2020 v1.4 Increase engagement with virtual events Event Organizer Checklist Virtual Events forum 2 © Microsoft Corporation Microsoft 365 Microsoft 365 https://aka.ms/VirtualEventForum 3 © Microsoft Corporation Microsoft 365 Table of Contents Introduction Organizer checklist Virtual Event forum Overview Transitioning to virtual events Selecting your event experience Introduction Overview Scheduling your Live Event organizer checklist Scheduling your Teams meeting Presenter best practices Manage service access & configuration Virtual Event forum Managing your event Producing your Live Event Live Event Presenter experience Teams meeting Presenter experience Moderator best practices Attendee experience in Teams meetings & Live Events Guest Attendee join experience in Teams meetings Moderator best practices Post event actions Channels & announcements in Microsoft Teams for virtual events Tabs in Microsoft Teams for virtual events Example event: Microsoft MVP & RD Summit March 2020 https://aka.ms/VirtualEventsForum. Resources 4 © Microsoft Corporation Microsoft 365 Overview 5 © Microsoft Corporation Microsoft 365 Compelling events are about people 6 © Microsoft Corporation © Microsoft Corporation Microsoft 365 Event Design Model Audience Core The one thing we can never get back is time. Message This is the most valuable thing an event Profile attendee shares with you. The most successful virtual events are a part of a long-term Accessibility audience acquisition & retention strategy. Below is an example framework of an acquisition strategy. Ensure attendee satisfaction with valuable and engaging content & on-screen talent. Clear calls to action & post- event engagement will ensure the attendees you acquire would return for further events. Event Inclusivity Awareness – Potential attendees know about you and your Model event. Talent & Audience Experience Engagement Education – Potential attendees gain knowledge about the Tools Strategy purpose of your event. Intent – Potential attendees form intent to participate in your event. Technology Conversion – Potential attendees convert via registration. Engagement – Attendee participation. Satisfaction – Attendees are satisfied with your event and Content would recommend it to others. Production 7 Example: Digital events guiding principles Event Mission: Online content and interactive experiences that foster learning, connection and inspiration Approach with empathy and inclusion Be a digital content platform Adapt to audience needs/feelings, enabling Media and user experience optimized for digital consumption. all to feel welcome, present and able to connect. Communicate core narratives Earn audience attention Deliver learning content, core messaging, authentic brand experience, priority Help users prioritize content via promotions, schedule reminders and solutions and engagement opportunities. participation rewards. Access the experts Embrace real time feedback & change Reduce friction. Expand connection opportunities. Get information from the Incorporate real time feedback for content and event experiences. Be willing source. to quickly change to deliver a better event. 8 © Microsoft Corporation Microsoft 365 Accessible and inclusive events View our guidance for creating accessible events Create inclusive communications that use text and Ensure your audience knows they can turn on live from registration to presentations. These simple provide an ability for attendees to request captions in Live Events or PowerPoint Live. For but important tips will ensure everyone is accommodations or ask questions. Learn about video provided on demand, create caption files included. making accessible e-mails and consider using Sway (.vtt) for inclusivity on streaming platforms or for event brochures or agendas provided in utilize the built-in capabilities of Microsoft Stream. advance. 9 © Microsoft Corporation Microsoft 365 Contrast Shape and color Alt text Slide layouts Reading order Accessible color combinations White Rich Black R255 G255 B255 R0 G0 B0 AA AA AA AA AA AA R255 G147 B73 R254 G240 B0 R155 G240 B11 R48 G229 B208 R80 G230 B255 R213 G157 B255 AA A A AA AA AA R216 G59 B1 R255 G185 B0 R16 G124 B16 R0 G133 B117 R0 G120 B212 R134 G97 B197 AA AA AA AA AA AA R107 G41 B41 R106 G75 B22 R5 G75 B22 R39 G75 B71 R36 G58 B94 R59 G46 B88 10 R242 G242 B242 R230 G230 B230 R210 G210 B210 R115 G115 B115 R80 G80 B80 R47 G47 B47 Ensure slide content is accessible Take the following steps to create accessible content that everyone can consume effectively. Contrast Shape and color Alt text Slide layouts Reading order Use high contrast colors for Use different shapes with a Alt text helps people with Using a built-in slide layout Screen readers describe maximum readability. legend to indicate statuses to screen reader understand the that matches your content content on the screen in the The recommended contrast accommodate for color content of slides. You should ensures a hierarchical reading order it was created. To ratio is at least 4.5:1. blindness. create alternative text for order of text blocks. ensure your content is read shapes, pictures, charts, back in the order you prefer, Example: tables, SmartArt graphics, or Example: arrange your objects in the Text Text other objects. If a new slide will have a title, Selection Pane appropriately. choose one of the built-in Objects on the bottom of Here’s how: layouts with a title the selection pane are read Color Contrast Right click on item. placeholder rather than first. Analyzer Select Edit Alt Text. starting with a blank layout Enter a Description. and adding a text box for the Here’s how: Download this tool to If an object is meant to add title. Click the Home tab. determine the legibility of visual styling and doesn’t In the Drawing group, text and the contrast of visual contain meaning (e.g. stylistic select the Arrange drop- elements. borders), do not add alt text down menu. and instead check Mark as Click Selection Pane. Download decorative. Additional tips Be sure to run the Accessibility Checker! Go to File click the Check for Issues drop down menu click Check Accessibility. Videos need to be accessible: If your presentation includes a video, ensure it is captioned and audio described (if appropriate). 11 Visit the Office Accessibility Center to learn more about accessibility in PowerPoint. Inclusivity begins in planning Creating an inclusive event begins with how you plan. Hear feedback from a variety of roles in your organization. Now is the time to address ideas as you reinvent your event for virtual delivery. Some recommended tasks: example Include ways for people to provide preferences in the registration form, including preferred pronouns, physical and mental requirements and any other necessary identifiers. (When in person - dietary needs and allergies) Engage various stakeholder groups early to get feedback and suggestions. Remember to include those who have not participated in the past. Review your speaker list. Is there an opportunity to bring in additional talent to work with seasoned presenters? Ensure your event team represents diverse perspectives across your organization. Plan for event/session surveys to get feedback from all involved. 12 © Microsoft Corporation Microsoft 365 Your effort matters Review our guidance about the simple ways you can be more inclusive of people with disabilities. Beyond virtual events, these items apply to the broader context of our work and professional relationships. The seven ways to be more inclusive of people with disabilities are below. Click through to the link to view short videos explaining each one. Be your usual self Make sure your work is accessible 3. Disability is a strength 4. Follow the principles of inclusive design 5. Accept each person as a human first 6. Learn the appropriate etiquette 7. Follow our lead 13 © Microsoft Corporation Microsoft 365 Transitioning to virtual events 14 © Microsoft Corporation Microsoft 365 Event Team Essential Recommended Organizer Producer Presenters Moderators IT Administrator Event host. Create the Responsible for starting and Responsible for content and Moderator to help Ensures network and service event, set permissions, stopping the Live Event, commentary. They can facilitate Teams Q&A or health in advance of your invite event team, curate queuing content, back present audio, video, and Yammer Conversation in event. Policy configuration event links. channel chat. This could also share their screen with the the Live Event.* and monitoring. Manages be the Organizer. attendees. May moderate technical support requests. Q&A. Tip: Event sponsors *In Teams should be a person in the meeting Organizer or Presenter role, in Yammer should be a Group Admin. 15 © Microsoft Corporation Microsoft 365 Your attendees Identity Devices & Clients Location Accessibility https://aka.ms/PowerPointAccessibility 16 © Microsoft Corporation Microsoft 365 Avoiding common issues Creating a quality event can feel daunting. Follow these recommended steps from our experts to avoid common issues. 17 © Microsoft Corporation Microsoft 365 Event scenarios Webinars Virtual conferences Online communities Leadership townhall Public broadcasts • Destination learning • Single or multi-day • Managed communities for • 1 to Many with managed • 1 to Many destination events. experience. learning and ongoing Q&A. broadcast. engagement. Community • Individual or series. Funnel • Multi-track and varying