ON24 Webcast Manager - IASA PremiumEvent Management Set Up Checklist
Premium Event Management Events are full service events. IASA Producers create the shell event, order the Premium Service and coordinates with ON24 Webcast Manager to build out the remainder of the event console. If this is a CPE Event BUT we’ve chosen EXPRESS MONITORING (On24 Support ONLY on live event day), order the EXPRESS MONITORING PACKAGE instead of Premium Event Management and then complete all steps below.

Log in to ON24 Console using the login information below:

URL:
Username: use your individual producer login

Password: use your individual producer password

First confirm with Lead Producer or IASA Staff if event is a Premium Event Management Service (Full set up by ON24 support) or Express Service event (IASA sets up event; ON24 only supports during live event).For PREMIUM EVENT MANAGEMENT service copy over “TEMPLATE: PREMIUM EVENT (CPE) MANAGEMENT (full service)” event from top of MY WEBCASTS screen and rename to new event. Follow instructions below (in green) to create shell and begin console build out with ON24 Webcast Manger.Webinars that are a continuation of a series with the same presenter(s) and same topic can copy over the most recent event in the series, but producer and ON24 webcast manager should walk through all instructions to ensure all content is updated for current event. If this is a CPE Event and we’ve chosen EXPRESS MONITORING, follow all the same steps below EXCEPT order the EXPRESS MONITORING

Obtain Event Request Form from Lead Producer or IASA Staff. Collect name, title, company, photo, bio and logo from presenter(s)/moderator for set up of ON24 webinar console and marketing promotion. Forward copy to IASA Staff (Tricia Stillman) to prep marketing distribution.

Use the MY WEBCASTS Tab at the top left of the console (Opens to this screen by default) to view currently open or previously completed webinars. Copy over “PREMIUM EVENT (CPE) MANAGEMENT TEMPLATE (full service)” event from top of MY WEBCASTS tab and rename to new event.
MUST HAVE items to open each event for registration:

Overview Page:

Title, Present Type (Present by Phone unless otherwise instructed), Live Start Date, Live Start Time (be sure to choose “(GMT -5:00) America/New_York” time), Duration of event (One hour unless otherwise instructed, Language (English)

Order Services – bottom left on screen: Order the Premium Event Management Package. You should receive an email confirming service. Forward to . ON24 will assign a Webcast Manager to our event and begin coordinating with Lead Producer and Tricia Stillman on setting up the console as shown below. Lead Producer will need to furnish ON24 Webcast Manager with the Event Request Form. Currently our Webcast Manager is Jessica Chung, .

Registration Page:

  • Event should be set up with the followingREQUIRED fields, including a custom field: “STD1” as follows:
  • First Name, Last Name, Email, Company
  • Custom Field STD1– REQUIRED field - YES
  • Question Type: Radio Button with text: “YOU MUST CHECK THIS BOX TO CONFIRM YOUR REQUEST, AND QUALIFY, FOR CPE CREDIT FOR THIS EVENT.”
  • Answer Options are “Yes” and “No”.
  • This question must be listed this way (using custom field STD1) to work with ON24/IASA custom integration to pass information back to iMIS as a qualifier for CPE credit. Any other custom field requests would need to be added AFTER this question.
  • Custom Field STD2 – REQUIRED field - YES:
  • Question Type: Multi Checkbox with text: “Company Type”
  • Answer options are:
  • Property & Casualty
  • Life & Health
  • Other – Insurance
  • Other – Non-Insurance
  • Custom Field STD3– REQUIRED field - YES(Until April 30, 2018):
  • Question Type: Multi Checkbox with text: “Refer a Friend Contest - Would you like to win? Enter the name and company of the referring member below and you will be entered into a monthly raffle for IASA prize drawings!”
  • Answer options are:
  • “Yes - I'd like to participate for a chance to WIN!”
  • “Not at this time”
  • Custom Field STD4 –Required field - NO:
  • Question Type: Textbox: “Enter the name of the member who referred you to this event!”
  • Custom field STD5 – Required Field – If answered Yes above:
  • Question Type: Textbox: “Enter referring member's company name”
  • Custom field STD6 – Required Field After creating move up under “Title”
  • Question Type: Dropdown Menu: “Professional Level” Textbox: “Please check the professional level that best applies to your position”
  • Answer Options:
  • C-Suite
  • Senior Manager
  • Middle Management
  • General Staff
  • Add to Calendar Icon and Listen by Phone option for attendees
  • Below Registration section, open “Options” section:
  • Check the following options:
  • Enable Registration
  • Place “Add to Calendar” icon on Lobby Page
  • Enable Listen by Phone for attendees
  • To order the Audio Bridge service, Select “Support” link from the top right section of the ON24 page (Under “Welcome)”
  • Click ‘Submit a case”
  • Case Type: Service Request
  • Request Type: Event Management
  • Service Type: Phone Bridge
  • Priority: Standard 72 hour Turnaround
  • Summary: Requesting Phone Bridge Support
  • Estimated Live attendees: 250
  • Notifications: Add and Lead Producer emails so there is notification of service ordered.
  • Submit.
  • Once Service is ordered we will receive a confirmation with attendee phone bridge information to be listed in the Options section of the console. Should be entered as:
  • “To listen to this webcast by phone: Call Toll-Free :xxx-xxx-xxxx, International: xxx-xxx-xxxx; Conference ID # xxxxxxxx”
  • Banner:
  • IASA e-learning Webinar Series banner for all events; This is already in the template
  • Promotional Summary Editor – Enter webinar description and 3 learning objectives per hour of instruction from Event Request Form in Block (justified) format. This will show up on the Registration Page and Lobby Page. Speaker Bio info from Console builder will also show here if there is time to add before registration opens.

Email Confirmations Page:

  • Registration Confirmation Email should be disabled. (ON24/iMIS integration will send an event specific confirmation with the link to complete registration.)
  • Reminder #1: 1 day before webcast. Confirm text is added: “Use the link below to enter the webcast up to 15 minutes before the start.” “There will be a downloadable, PDF version of this presentation available in the Resource Widget in the lower right section of your console.”
  • Reminder #2: 2 hours before webcast: Confirm text is added: “There will be a downloadable, PDF version of today's presentation available in the Resource Widget in the lower right section of your console.”
  • Thank You for Attending email: Confirm text is added: “Please visit thee-Learning landing pageof the IASA web site for additional upcoming events and earn more free CPE!”
  • Sorry We Missed You email:Confirm text is added: “Please visit thee-Learning landing pageof the IASA web site for additional upcoming events and earn more free CPE!”

Slides and Video Clips Page:

  • SLIDES: Draft Slide presentation should be loaded up one day prior to event rehearsal date; REPLACE draft with final one day before live event;
  • Housekeeping video: This should already be included.
  • Annual Conference video promo: IASA Staff or ON24 will load into template event as soon as this is available and it should remain through the annual conference.

Console Builder Page: (Click “Launch Console Builder”)

  • Widgets are edited by clicking the button in the top right of every widget. Use the Attributes setting to control whether widget is open/not open upon entering the console; Use the Configuration setting to update widget information.
  • The following widgets should be included in every event: Confirm set as follows:
  • Image Widget: (Attribute: Show on launch) Location: Top left of console; load e-learning logo
  • Text Widget: (Attribute: Show on launch) Location: Top center
  • Configuration:
  • Helvetica font, 24 point, Color: Black
  • In Text box, enter #EVENTTITLE# to pull in event name from event set up.
  • Speaker Bio (Attribute: Show on launch) Location: Top left of console under e-learning logo. This will need to be edited to current event
  • Configuration:
  • Standard items should include:(Nice to have at event opening as will show on Registration Page but not a necessity to opening registration)
  • Photo
  • Name
  • Title
  • Company
  • Email
  • Bio
  • Q&A(Attribute: Show on launch), location under Speaker Bio widget
  • Look at configurationto confirm “Display Answers” is checked so that answers sent to attendees will show up in an answer box of the Q&A widget. Confirm “Submit question when enter key is pressed” is checked Yes.
  • Slides(Attribute: Show on launch), location center of console
  • Media Player (Attribute: Show on launch), location, below slide or Q&A widget
  • Resource list(Attribute: Show on launch)
  • Configuration: (add files or urls)
  • Create a PDF version of final presentation for attendees. Load here as “event name” Presentation.PDF
  • Add any other documents or URLs referenced in the event;
  • Always include link to named “IASA e-learning Website”
  • Help(as is)
  • Content(Attribute: Show on launch), location right of slide widget
  • Configuration:
  • Content should include the following for all events:

Welcome to the event!

Presenters are currently in a practice session and the event will begin

promptly at 2:00pm EDT.

If listening via computer speakers and you experience audio issues, please dial in using XXX-XXX-XXXX

One CPE credit will be provided for this event.

NEW: Please note that the introductory housekeeping message is now a recorded video and can be heard by using computer speakers for your event audio. Dial in attendees should reference the housekeeping slides for the same CPE requirement instructions.

To qualify, you must be present for 50 minutes of each hour, answer 3 polling questions per hour throughout the course of the event and complete a post event survey using the Survey and Test widgets. You may then print your CPE Certificate using the Certification widget before exiting the event. You may download today's presentation in the Resource List and all widgets are located at the bottom of your console below.

  • Resource List(Attribute: Show on launch), location under Content widget
  • Configuration: add files or urls
  • Include a PDF of today’s presentation
  • Link to the IASA e-learning webinar landing page (
  • Add links to any urls referenced in the presentation
  • Contact Us(Attribute: Do not show on launch) sits at bottom of console until clicked on by attendee
  • Email:
  • Subject: EVENT NAME webinar
  • Survey(See attached Excel Spreadsheet for survey questions) (Attribute: Do not show on launch) sits at bottom of console until clicked on by attendee.
  • Configuration
  • Title: Post Event Survey(See attached Survey)
  • Description: “Please answer the following questions. For those questions using a 1-5 scale, 5 will indicate the highest rating. Once you’ve completed the Survey, please proceed to the TEST widget to complete CPE requirements.”
  • “Show Survey” Options: Choose “Both”
  • Click “+” to add questions
  • Test: (Attribute: Do not show on launch) sits at bottom of console until clicked on by attendee. (This should already be in the template)
  • Configuration – Test Criteria:
  • Correct answers required for passing: 3; Check box to show number of correct answers
  • Maximum number of retries: 99
  • Test Pass Message: You have passed and may proceed to the Certification Widget
  • Title: LIVE EVENT: TEST Questions and instructions for TEST widget
  • Description: “Instructions: All questions below must be answered in order to qualify for, and generate, your CPE Certificate for this event. After answering all questions please proceed to the Certification widget and print your certificate. Please be sure all questions are answered to enable certificate printing.”
  • Question #1: I certify that I requested CPE during the registration process for this event.
    Type: Multiple Choice, Single Answer
    Answer Options: Yes, No
  • Question #2: I certify that I answered 3 polls per hour for the event
    Type: Multiple Choice, Single Answer
    Answer Options: Yes, No
  • Question #3: I certify that I participated in 50 minutes or more of each hour of this event.
    Type: Multiple Choice, Single Answer
    Answer Options: Yes, No
  • Question #4: I certify that I completed the Survey via the Survey widget.
  • Type: Multiple Choice, Single Answer
  • Answer Options: Yes, No
  • Certification: (Attribute: Do not show on launch) sits at bottom of console until clicked on by attendee
  • Configuration:
  • Include the requirements as follows:
  • Required Viewing Minutes: 50
  • Required Number of Polls to Answer: 3
  • Require Completed Test: Yes
  • Requirements Complete Message: NO
  • Include Certificate: Yes, obtain from IASA Staff
  • Credits for Completion: NO – credits will be listed automatically on printed certificate

BEFORE EXITING CONSOLE BUILDER CLICK SAVE AT THE TOP OF THE CONSOLE, THEN CLICK CLOSE.(12/1/2016 Release notes state that the console now autosaves).

PRESENTER CONSOLESet Up

  • Links to the Presenter and Attendee console can be viewed by clicking the chain link at the top right of the event as shown below:
  • Use the Present link to view Presenter console and the Preview link to view the Attendee console as it will appear on live event day.

  • Obtain 4 polling questions per hour of presentation to ensure attendees have the maximum opportunity to get 3 polling questions submitted for CPE; ON24 will set up polls in Presentation Manager.
  • If submitting event to NASBA for approval or once we receive approval to offer CPE in archived events: Five test questions per CPE credit offered will need to be provided by presenter for offering in the ON-DEMAND (archived) version and can be provided as late as the rehearsal date. Test questions need to tie directly back to the learning objectives and be designed in multiple choice, single answer format and will take the place of the Live Event Test questions in the ON-DEMAND version. IASA Staff will handle prep for the ON-DEMAND version.
  • Best practice is to walk thru the event one day prior to REHEARSAL to ensure polls are set up for rehearsal and rehearsal invites are in place. ON24 will schedule the invite.
  • Schedule a walk thru of event with IASA Staff (Tricia Stillman) one day prior to LIVE EVENT to ensure any updated presentations are loaded, polls are set, ON24 has inserted phone numbers for attendee bridge and presenter invites are in place. ON24 will schedule the invite.