Handbook for organising an online event

The aim of the Event Handbook (HAMK internal, in Finnish) is to successfully guide the organisers through the event’s planning, implementation, and finalisation.

Before the event

No later than one month before

• Fill in the Forms form (HAMK internal) as comprehensively as possible. By submitting the form, the system automatically creates a ticket for the topic in the ServiceDesk and its own Teams team for the event. With the help of these channels, communication goes smoothly, and the necessary information is stored and can be found in one place.
• Keep in mind pre-marketing! Read more at Event Communication and Marketing (HAMK internal).

Agreeing on the division of labour

• Agree on the division of duties for organising the event
  • Who is responsible for constructing the program?
• Agree on the division of duties for the event
  • Who will host the event and be responsible for its progress?

Preparation of materials for the event

• Does the event include pre-recorded video recordings? Get the video creators and make a schedule.
• If different graphic elements, backgrounds, or other materials are used in the event, they shall be gathered in one place, for example to a OneDrive folder. This makes it easier to keep track of changes.
• Is music played at the event? Check the Music at events page for instructions. (HAMK internal)
• Make sure that the performers have the needed rights to the material they are presenting.
• If presenter materials are not compiled in advance, instruct speakers attending remotely to download the presentation material as a local copy, i.e. not to be presented from the cloud. This ensures the presentations flowing smoothly.

Preparations of the event

• Confirm the time and name of the event. Decide on the programme of the event.
  • Consider breaks and possibly other more relaxed program suitable for an online event.
• Is there a registration for the event? Create an enrollment if needed. Read more at Event registration (HAMK internal)
• Find out how you can utilize the functions of the event platform (or other services), for example to increase interaction.
• Make sure that participants and speakers have instructions on how to act at the event. Send instructions with the event link.
• Write a script for the event. The manuscript shall be reviewed in a meeting with technical support and supplemented if necessary. The script shows all parts of the program, the performers and their wishes, and an explanation of each segment (for example, whether it’s a three-person panel discussion, if the attending audience is allowed to ask questions which are repeated online, if the speaker demonstrates something and needs their hands free etc).
• If a specific room or space is required for the event, reserve it. Reserve the room at least one day before the event for setting up the area.
• If borrowed equipment such as cameras, mics, etc., are used in the event, their delivery and testing shall be done no later than one day before the event date.
  • At the same time, other preparations, such as decorating or tidying the premises are carried out.

On the day of the event

• Open the event platform (for example Zoom) in time. Ensure the speakers can prepare peacefully on the forum without an audience.
• Instruct participants to check their audio devices and their names, etc, if necessary.
• Remind the speakers to have their materials ready for their presentation and to shut down everything unnecessary from their computers. Learn how to take advantage of the Do Not Disturb mode. Keep in mind the Checklist for sharing or recording your screen.
• Make sure speakers’ audio and video devices are working. Remind the participants to turn off cameras if the connection seems unstable.

Five minutes before the start of the event

• Make sure none of the speakers’ microphones are open.
• Open the event to the audience. If necessary, distribute instructions related to the event (technical or practical, e.g. requests to speak) or programme.

Start of the event

• Start recording, if you intend to record.
• The presenter will open the event, if necessary with a reminder of practices, e.g. requests to speak.
• The passage of time will be monitored during the event and adherence to the schedule will be ensured.
• Participants’ chat messages are monitored and acted upon.

After the event

• Return borrowed equipment and tidy up the premises.
• Edit the recording if needed and publish it.
• Get subtitles for the recording if it’s available for more than 14 days.
• In addition to the recording, distribute any other supplementary material to the participants.
• Check out the analytic reports of the event if necessary.
• Go through the preparations and course of the event together with technical support.