Webcast Engineer
Checklists
Overview Project Management Testing Live Day

Live Day Engineering Checklist

This is a complete list of a Webcast Engineer's responsibilities and steps to run all webcasts.

Before Pre-Call

  • Arrive to the office at least 30 minutes before your first meeting.

  • Log into the webcast and look over the content and settings.
    • If you notice anything off or confusing, reach out to the project owner or your Team Lead sooner rather than later.
  • Review any notes from the project owner, and confirm with them that you received the notes.
    • If the project owner did not send you any notes, reach out to them prior to dialing into the pre-call.

During Pre-Call

  • Open Engineer, Tech Support, and Attendee links.

  • Start recording the call in PGI (*22). Open Globalmeet tool.

  • Make sure all the speakers/clients who will be joining have dialed in.

  • Do audio/video checks on everyone who will be speaking (presenters, moderators, Q&A team, etc).

  • Ask speakers what type of internet connection they have (WiFi/hardwired).
    • Close down other programs, disconnect from VPNs.
  • Review Go Live procedures
    • Confirm who will be speaking first, so that person knows their cue.
    • Engineer will give a countdown (5,4,3 out loud, count 2,1 silently to yourself) and the webcast will begin.
    • Timer will start counting up.
    • Speaker should give a verbal cue to end the webcast.
  • Make sure everyone has their computer speakers muted to avoid background noise.

  • Review backup plans
    • Do the speakers have a backup copy of the slides?
    • Speakers should give a verbal cue if they cannot advance slides, and someone else can advance. (Client preferably, but engineer can do it if not.)
    • If video, explain that audio through the phone will be the backup option if video is lost for any reason.
  • Review platform, if necessary
    • Advancing slides, Q&A, chat, presenter chat (clarify the difference)
  • When early entrance begins, make sure attendees are logging in, and log in as an attendee yourself if you can.

  • Check the WebcastingSupport inbox and reply to any messages about this webcast.

  • Respond to any Tech Support messages in Chat/Q&A promptly.

After the Webcast Starts

  • Watch the first minute or so of the webcast on both back-end and attendee views to ensure its playing.

  • Once the webcast is running, keep an eye on it.
    • Avoid multitasking if possible.
    • Respond to any Tech Support messages in Chat/Q&A promptly.
    • Check the WebcastingSupport inbox periodically and reply to any messages about this webcast.
    • Keep checking both back-end and attendee views to make sure things are still moving and in sync.
    • Keep an eye on the Presenter Chat, in case the client or speaker reaches out to you.
    • Keep an eye on the Globalmeet tool, (especially for telephony webcasts) so you'll know if a speaker's line drops or where any background noise is coming from.
  • If you notice any issues, or potential issues, reach out for help ASAP.
    • Better to ask for help and not need it than to disregard an issue and have it blow up.
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