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AU 2021 Speaker Training

In-platform guide for live stream sessions with class video playback and on-camera Q&A This training is for speakers, co-speakers, panelists, and moderators for Industry talks, Instructional demos, Autodesk product briefings, and Panels. First watch the recording of the Final Speaker Logistics Webinar broadcast on September 21. • The recommended browser is Chrome. • All class participants (speakers, co-speakers, panelists, and moderators) must be registered for AU

to access your class. • To successfully host your class, you will need two windows open on your computer:

o The Zoom window with your assigned breakout room URL o Your session page in the event platform

1. Access the Zoom window

a. Find your assigned breakout room URL in the task in the Speaker Resource Center. b. Use your full name as it appears on your class page, and don’t use nicknames or acronyms. c. Note that each breakout room link is literally a virtual “room” for a session, so there will be

classes before and after yours, just like at a physical event. d. All speakers, co-speakers/panelists, and moderators on the same class will receive the same

access link, and DO NOT SHARE this link with anyone. 2. Access your session page

a. Log in to the event platform. b. Click My Event at the top and choose My Schedule to access your session page.

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c. Your class will begin at the time it is scheduled, there is no “wait 5 minutes for attendees to connect” – your video starts immediately.

3. Join Tech Checks 20 minutes prior to your session start time a. Please follow steps 1 and 2 above to log in and activate both windows. b. Arrive 20 minutes before your scheduled start time for tech checks. c. EXTREMELY IMPORTANT because the production team will make sure your camera,

microphone, and screen share are working properly so you can begin your session on time. d. All class participants (speakers, co-speakers, panelists, and moderators) must join the tech

check at this time. e. Please coordinate with them because your session will start on time with or without

everyone – video playback is automated to begin on the hour and half-hour. 4. Begin class recording playback

a. On your session page, you’ll see a countdown to when your scheduled video will begin. b. Once the countdown reaches zero, click the Enter full screen button. c. DO NOT CLICK THE PLAY BUTTON IN THE EVENT PLATFORM – KEEP THIS PAGE MUTED.

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d. If you do click PLAY or click anywhere in the session window and your video begins playing, that’s okay – it does not interfere with the audience view. Your attendees see what’s playing in your Zoom window.

e. Make sure to MUTE your session window (speaker icon at bottom of screen) and keep your Zoom window as your active audio/unmuted.

f. Realize there is a delay in the event platform from what you’ll see playing back in your Zoom window, so this can be very distracting (to you only, the audience will not see this).

g. To correct this, simply click again in the session window to pause playback.

5. Interact with attendees In full-screen mode, you’ll see the section to interact with attendees on the right. There are three tabs for interaction: Chat, Questions, and Polls.

a. Chat tab i. This is where you type to broadcast messages to all attendees – they can also

interact and respond via text here. ii. We recommend typing a welcome message when you enter.

iii. Also type in the chat to let attendees know, “Please type questions in the questions tab.”

b. Questions tab i. Attendees must type their questions in this section tab.

ii. This is because other attendees can upvote questions by clicking the “thumbs-up” icon, so questions with more votes will rise to the top.

iii. This feature helps you prioritize attendee questions.

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iv. Also note the text typed in the Chat tab is not eligible for upvoting – so instruct attendees to input questions into the Questions tab only.

v. Managing questions 1. Because this event platform doesn’t

allow for hiding questions or marking them as “answered,” rely on the prioritization of the most popular questions that float to the top as they gather more votes.

2. This is also where your moderator can assist you.

3. Speakers, co-speakers, and moderators will all be able to see attendee questions and can help answer – coordinate with them IN ADVANCE of your class date/time.

c. Polls tab i. You can use this feature; however, it will only be enabled one day prior to your

session, so we recommend concentrating on answering questions to make the best use of your limited time.

6. Answering questions during class recording playback a. You do not have to wait for playback to end – you can answer

questions via the Chat tab at any time. Remember you will not be speaking during playback, as attendees will only hear the audio from your class recording, and not your microphone.

b. You can answer questions via text in the Chat tab. c. Rely on upvotes to prioritize questions in the Questions tab. d. So that all attendees know which question you are answering,

use the copy/paste function – and then follow with typing your answer in the same chat bubble.

i. Click on the three dots next to the question you are answering, then select “copy.”

ii. Paste into the chat box (Ctrl+V on the PC or Command-V on Mac), and then type your answer in the same chat bubble.

iii. Remember, attendees cannot hear you during recording playback, so all communication is via chat at this point.

7. Begin the Q&A segment a. The AU Production Team will transition you to the live Q&A segment once your class video

completes playback – you do not need to do anything other than MUTE your session window if you have not already.

b. Once the Q&A segment begins, you will be on camera to answer questions and attendees will hear your microphone. If your co-speaker or panelist would like to answer a question, the camera will show the active speaker only, much like in a standard Zoom call.

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c. You can also share your screen during the Q&A segment using the standard Zoom “Share screen” controls – note the camera will not show the speaker while you are screen sharing.

d. Be sure either the moderator or yourself reads the question out loud so that all attendees know which question you are answering.

8. Coordinate with your moderator and co-speakers/panelists

a. We’re happy to offer moderators for ALL CLASSES in English this year. b. You will have an assigned moderator from our GPJ speaker support team.

i. If you have already selected and assigned your own moderator and do not want the additional assistance, no worries.

ii. Prior to the start of your session please let the additional moderator know you do not need their help.

c. Once you are assigned a moderator, communicate with them BEFORE the day of your class. i. Do you want your moderator to tee up questions?

ii. Do you want the moderator to watch for priority questions and read them aloud, or would you prefer to read the question instead?

iii. Rehearse the flow of questions and set expectations with your moderator – and remind them during the Tech Check when you join 20-minutes prior to the start time of your class.

d. Rehearse your session flow with all class participants: co-speakers, panelists, and moderators.

9. Communicating with class participants via Zoom a. During class playback you can communicate with your co-speakers, moderators, and the AU

Production Team in the Zoom window via voice and text/chat. b. Once playback is complete, MUTE your class page window in the event platform to avoid

any feedback during the live Q&A segment. i. At this time you can only communicate with your co-speakers, moderators, and the

AU Production Team in the Zoom window via text/chat.

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10. FOR PANEL CLASSES ONLY

a. If you are hosting a panel class, the platform and features here are the exact same. b. The difference is that your entire hour is live because you are not playing back a pre-

recorded class – as a panel speaker you will share your slides on screen, and we’ll record your class live.

c. The other primary difference is that for standard classes above with live Q&A, you’ll see the active speakers showing whenever that one person talks; however, for panels you’ll see a gallery view of all speakers so that all panelists are on camera the entire time – this is new information from what was shared on the webinar.

11. Ending your session a. Your session will end in exactly 60 minutes. b. Don’t end your session early if questions run out – come prepared with 4-5 “seed

questions” you can cover that may spark additional questions from attendees. c. When time is coming to an end, the production team will alert you with time remaining. d. A few minutes before your time is up, please announce to your audience that “this will be

the last question” and remind them you can continue the conversation during the conference by sending you a connection request simply by clicking on your photo on the class page.

e. Don’t run over your 60-minutes, as we will have to end the session in order to prepare for the session after yours. Your broadcast will be cut off.

12. Connecting with attendees a. Although there is no way to “mass email” attendees, we’ve made it very easy to connect in

the platform.

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b. Click on an attendee on your session page and send them a connection request – it’s that easy!

13. Monitor your session page chat throughout the conference a. Please check the Questions and Chat tabs on your session page up until October 14 when AU

2021 officially ends. b. Attendees who did not attend your class but want to watch the recording can still interact

on your session page up to a point before/after your class. c. When you are no longer checking these tabs, please type in the chat tab “This class Q&A has

ended” so anyone watching your recording knows you are no longer taking questions on that page.

14. View class recording and ratings a. Your class recording (not the Q&A) will appear on your class page soon after your session is

complete, along with a 5-star rating scale for attendees to give feedback. b. We’ll let you know how to access this feedback when the conference officially ends in mid-

October.

15. Get technical help during AU

a. During your 60-minute session, the AU Production Team will be supporting you live the entire time – simply contact them in your Zoom window.

b. If you are having issues connecting or need help during the event, please click on the speaker support section in the event platform for immediate assistance.

c. For non-urgent matters, please email the AU Speaker Management Team at au.speaker@autodeskuniversity.com.