Creating a run of show will help to organize your event, especially in handling the transitions and should be utilized during practice runs. It should identify the host(s), moderator(s) and presenter(s) while presenting ground rules for the attendees.

Run Of Show

Different than the program or an agenda, the run of show is an internal tool — similar to a movie script — documenting the content, layout of time and program components for each moment of the event.

Engagement

Send your registrants a program and downloadable materials before the event to build excitement and meet the challenge of accessibility; better yet, consider asking registrants if they have any pre-event questions.

Take advantage of Zoom’s engagement features:

  • Chat – Allows for hosts, panelists and attendees to post comments publicly to either all participants or privately to hosts or panelists. Great for discussions in small webinars, but more difficult in larger events.
  • Q&A – Attendees can address questions directly to hosts or panelists either by name or anonymously. Questions can be answered either live or by written response during or after the event. Hosts and panelists will see questions falling into one of three categories:
    1. Unanswered questions.
    2. Answered questions.
    3. Dismissed questions.
  • Polls – At appropriate points during presentations, polls provide an interactive element and feedback loop to ensure attendees are actively listening and participating. Sharing polling results works best in real time.
  • Breakout Rooms – Move from a single large gathering into smaller groups. This more intimate or peer-to-peer led discussions can be used to promote learning objectives or networking opportunities.

Accessibility for All

Not every engagement feature is fully accessible to those with disabilities. Additional guidance and support regarding IT accessibility can be found on the U of A Disability Resource Center’s IT Accessibility, while information on the University’s compliance to the Americans with Disabilities Act and the Rehabilitation Act of 1973, Section 504 is available.

During registration, be sure to ask about the need for accommodations and set a deadline for such requests.

  • Chat and File Sharing – You are encouraged to repeat questions and comments placed in chat. Additionally, any documents you plan to send through chat should be sent to those with disabilities prior to the meeting.
  • Breakout Rooms – Users of assistive technologies are sometimes able to access breakout rooms and other times they are not. Plan on using the main meeting room as an alternative breakout room.

Best Practices and Check Lists

Take a look at a listing of essential tips for hosts, panelists and attendees: