Preparing for an On-Air event

Before your event starts, hosts and admins should run a quick pre-show checklist so guests have a smooth experience.

Join Early and Set the Stage

1. Join the event early to start preparing.
2. Move to Backstage or the Stage in the Theater.
3. Confirm host roles and who is managing transitions.

Note: Guests can enter the event beginning 5 minutes before the official start time.

Check Audio & Video

1. Test your camera and microphone.
2. Confirm your correct microphone, speaker, and camera are selected.
3. Resolve any issues before guests arrive.

If needed, see Camera, microphone, or speaker not working.

Prepare your Presentation

1. Preload anything you will present on a Whiteboard, Media Board, or screen share.
2. Put up a welcome slide/message on a Media Board or screen share for the pre-show period.
3. Confirm presenters know when to go on stage.

Configure Theater Settings

Before the event starts, review your Theater settings:

• Whether people can go Backstage or on Stage.
• Whether the Q&A microphone is open.

Start and Stop Recording

When the event begins, you may want to start recording:

1. Start a video recording at the beginning of the session.
2. Stop the recording at the end of the event.

Follow up After the Event

After the event ends, send a blast to people who attended and/or did not attend to:

• Thank them for joining.
• Share next steps.
• Provide links, including a link to the recording when available.