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Producer Guide

  • Updated

Creating jaw-dropping events starts with the producers running the event and understanding the platform. If you are a new producer our Producer Quick Start Guide provides a more structured view of articles and videos for you to check out. This guide is a deeper dive into the producer view and tools. Before we dive into the nitty-gritty, let's go over some technical checks and gain an understanding of the technical requirements and recommendations. Head over to our Before You Start article and familiarize yourself with our Compatibility Checker and basic requirements.

Table of Contents

Logging In As A Producer

Make sure you are logging in with the exact email you have given us at Welcome along with your company name. This way we can set up your account before you log in for the first time.

https://app.experiencewelcome.com/users/sign_in 

  • Note that the URL is different from an event URL.
  • Make sure to not accidentally share this with an attendee or speaker. This login flow will not work for them.

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Once you have logged in you will be taken to the Organizational Dashboard.

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Creating Your First Event

Creating your event is pretty straight forward. In your Organizational Dashboard you will have 2 areas where to create your event. You should see "Create one now" in the center of the screen and a blue "Create New Event" button at the top right. A pop up will appear and ask for some very basic information. Confirm your choices and you will be launched into the Control Room to start building out your event.

Event Dashboard

This is your "backend" administration page. You will spend most of your time here fine-tuning areas such as the time of the event, managing attendees, uploading assets, video recordings, and data. Please read our detailed Event Dashboard Guide for more information.

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Event Control Room

This is where you will be controlling the live show and doing a large portion of your pre-event preparation and testing. Please read our detailed Control Room Guide for more information.

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Welcome Features

We have many features that bring value and elevate the experience from just a stage on the screen to something jaw-dropping. 

Breakout Rooms and Lounges

We have two secondary spaces to drive engagement with the attendees in a much smaller intimate space. Breakouts are our small private groups that are curated by the producer. Attendees will have to be invited by the producer to join these groups. Lounges are more of a public small group that any attendee can jump in and out of at anytime the room is open. We have detailed guides for each Breakout Room Guide and Lounge Guide. Please read both for specifics.

Breakout rooms vs Lounges

  • Both can have between 2-16 people but, Lounges have spaces we call Watchers that allow attendees to jump into the room and not be on camera. Watchers are still able to chat with the other participants in the Lounge.
  • Users will need their camera and mic on and working to be able to use them (not applicable to Watchers in Lounges).
  • Both options have the capability to enable photo booths.
  • From the attendee's perspective, when inside the rooms they look identical. As a producer, the administration panels for each are different.

Q&A

Our Q&A feature is one of our attendee engagement tools that allow attendees to ask questions directly to the speakers publicly. These questions can be up-voted or down-voted by other attendees to give the producer a sense of what is the most popular. Check out our detailed Q&A Guide for specifics.

Polls

This allows the producer and speakers to create instant engagement with the attendees. Polls can be voted on via the Poll tab in the event interaction panel or the producer can push the poll to the stage and attendees can vote by clicking the poll answer on the stage. Check out our detailed Polls Guide for specifics.

Video on Demand

Our Video on Demand feature allows you to share recordings of your event once it has ended. You can set it to allow anyone to view the event recording or you can have it set to private by requiring registration. Check out our detailed Video On Demand Guide for specifics.

Streaming Out

We allow RTMP out to up to 5 different destinations. We currently support Youtube, Twitch, Facebook, LinkedIn, and allow you to enter custom RTMP out details. Check out our detailed Streaming Out - General Guide for specifics.

Raise Hands

Raise Hands is a feature that will allow attendees and speakers to notify the producer that they have a question they want to share live on stage. This allows producers to find individuals and bring them into the Green Room and then onto the stage. Check out our detailed Raise Hands Guide for specifics.

Closed Captions

Accessibility for your event is essential, and for many organizations, closed captioning may be a requirement. Welcome does have a closed captioning feature that meets the international WCAG 2.1 accessibility standards. If you are interested in this feature for your organization, please contact your Customer Success Manager for specifics. Check out our detailed Closed Captions Guide for specifics.

1:1 Calls

1:1 Calls are supported in Welcome; you can attend jaw-dropping events and still chat with a new friend on the same platform. We want to make sure you are still connected to the event so you will have a picture-in-picture of the stage. This way you can still have a close personal interaction with your new friend and commentate on what is being said on stage. Check out our 1:1 Call Guide for specifics.

Onboarding Speakers

Properly onboarding your speakers prior to the event is critical for a smooth event. Our guide below will answer various questions from the speakers, troubleshoot technical issues, set expectations for both parties, and increase your familiarity with the platform. If you are to have issues, having them appear and resolved during the onboarding sessions is ideal compared to two minutes before the speakers need to be on stage. We have a detailed Speaker Onboarding Guide for specifics.

Event Preparation

Preparing for your event is extremely critical to having a smooth event. Setting up the timeline of tasks to complete prior to game day is crucial. A list of a few things to put together during this time:

  • Production Milestones
  • Communication Plans
  • Run of Show
  • Speaker List
  • Attendee List
  • Content Creation
  • Onboarding for all those involved
  • Technical runs
  • Dry runs

Day of the Event

Time for the big show! Make sure you get some good sleep and prepare some coffee, water, and snacks nearby. If you have planned and prepared accordingly the stress of this day will be slightly lower. Technical blips, user errors, speakers arriving late, and unforeseeable issues can always show up. It is best to stay cool, calm, and collected to work on the issues. For technical issues that you are unable to solve click on your profile image at the top right of the screen and click contact support to send an SOS. You are also welcome to email support@experiencewelcome.com. 

Post Event Debrief

The event is over and now you can take a breath and step away for a quick five. Now that you are back at your computer it's time to review the wins, losses, post-event strategies, and review the data. Our data will not fully propagate for about 90 mins post-event time. Check out our Analytics Guide for greater specifics. After you have digested and reviewed everything, let's take those lessons and apply that knowledge to future events!

Still need help?

If none of the solutions work above and you're still experiencing issues, feel free to contact support@experiencewelcome.com or click Help at the bottom right corner of the screen.

To learn more about our webinar and virtual event features, click here: https://www.experiencewelcome.com/features

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