ON24 Webcast Manager - IASA ExpressMonitoring Service Event Set Up Checklist
Express Monitoring Events are “partial service” events with ON24. IASA Producers set up ON24 console, Order Express Monitoring Support Package and Audio Bridge service, manage rehearsal and ON24 assists only on live event day. If this is a CPE Event BUT we’ve chosen to use EXPRESS MONITORING (ON24 Support ONLY on live event day), order the EXPRESS MONITORING PACKAGE instead of Premium Event Management from the Overview Page and then follow the steps in the Premium Event Management Package instructions document to add out all CPE required items.

(There is a TEMPLATE already set up for the First Time Attendee webinar: Use TEMPLATE: VOLUNTEER ORIENTATION if setting up this event.)

Please confirm with Tricia Stillman, , when console is set up.

Log in to ON24 Console using the login information below:

URL:
Username: your individual producer login

Password: your individual producer password

Must have confirmation of Event Service Type from Lead Producer or IASA Staff. For EXPRESS Events (IASA sets up) copy over “TEMPLATE: EXPRESS EVENT (NON-CPE)” event from top of MY WEBCASTS screen and rename to new event. (For New Volunteer Orientation webinars, us the “EXPRESS EVENT (NON-CPE) VOLUNTEER ORIENTATION TEMPLATE” which contains a message from the President. Then edit new event information. This will expedite set up process and includes all needed widgets.

Console opens by default to the MY WEBCASTS screen. Copy over the Non-CPE template as instructed above to create a new webinar event and follow each page below, in order, to create all items needed for event.

Highlighted items are 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 (1 ½ hours -1 hr for presentation, 30 minutes to allow for time to complete CPE requirements), Language (English)

Order Services – bottom left on screen: Order Express Monitoring Package for live event day support from ON24.You should receive an email confirming service. Forward Service Request to for tracking against ON24 charges.

Should you ever forget to order the service here, you can order by going to the drop down menu under your name and follow instructions below


Click “Submit a Case”
Case Type: Service Request
Request Type: Event Management
Service Type: Express Monitoring Package

Priority: Select furthest out timeframe workable to event date
Summary: (This is subject field: ALWAYS include the event name so as to make it easier to match request to an event. Always add when submitting support requests this way.)

Registration Page:

  • Template should be set up with the followingREQUIRED fields, including a custom field::
  • First Name, Last Name, Email, Company, Title
  • For each registration field, setup is:
  • Question Type: Text Field
  • Title: Enter each field name above separately, Save, Close
  • Custom Field STD1– REQUIRED field - YES:
  • Question Type: Multi Checkbox with text: “Company Type”
  • Title:
  • Answer options are:
  • Property & Casualty
  • Life & Health
  • Other – Insurance
  • Other – Non-Insurance
  • Custom Field STD2 – REQUIRED field - YES:
  • Please check the professional level that best applies to your position:
  • Title: Professional Level
  • Question Type: Dropdown menu with text prompt: “Please check the professional level that best applies to your position:”
  • Answer options are:
  • C-Suite
  • Senior Manager
  • Middle Management
  • General Staff
  • 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” from the drop down menu under your name at the top right section of the ON24 console:
  • 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 for Event: insert event name here.
  • Estimated Live attendees: 250
  • Notifications: Add so IASA Staff receives confirmations.
  • Submit
  • Once Service is ordered we will receive a confirmation with attendee and presenter phone bridge information to be listed in Options section of Registration Page in the console. Attendee dial in information should be entered as:
  • “To listen to this webcast by phone: Call Toll-Free :xxx-xxx-xxxx, International: xxx-xxx-xxxx; Conference ID # xxxxxxxx”
  • Use the Presenter Dial In Information to schedule Live Event Invite for Presenters, Moderator, IASA Staff and any other e-learning participants who will be joining in with production responsibilities. Include Presenter Link as noted at end of instructions.
  • Banner:
  • IASA e-learning Webinar Series banner for all events; This is already in the template.
  • Promotional Summary Editor – Enter webinar descriptionfrom Event Request Form in Block (justified) format. This will show up on the Registration Page and Lobby Page. NICE TO HAVE at the opening of registration but not a necessity if time is short. Speaker Bio info from Console builder will also show here if there is time to add before registration opens.

Email Confirmations Page:

  • The Registration Confirmation Email should not be checked. (ON24/iMIS integration will send an event specific confirmation with the link to complete registration.)
  • Reminder #1: 1 day before webcast. Confirm message includes: “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 message includes: “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 message includes: “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 message includes: “Please visit thee-Learning landing pageof the IASA web site for additional upcoming events and earn more free CPE!”
  • Calendar Reminder: Confirm message includes: There will be a downloadable, PDF version of today's presentation available in the Resource Widget in the lower right section of your console.

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; Choose
  • VIDEO CLIPS: Through annual conference, all events should include our annual conference video clip which should be included in the template: (IASA Staff will load up into the template once new year video is available.)

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; shows 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)
  • Contact Us
  • Edit to show subject as the title of the event; email goes to .
  • Content (Attribute: Show on launch), location right of slide widget
  • Configuration:
  • Content should include the following for all events:
  • “Welcome to the #EVENTTITLE# Webinar:

Presenters are currently in a practice session and the event will begin promptly at 2:00pm EDT.

You will find a downloadable PDF version of today’s event in the Resource List widget below.

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

Please take a few moments before exiting the webinar to complete a post event survey. Your feedback is important to us and helps us continually improve the webinar experience. The survey is only accessible using the Survey widget below.

BEFORE EXITING CONSOLE BUILDER CLICK SAVE AT THE TOP OF THE CONSOLE, THEN CLICK CLOSE. (12/1/16 Release notes indicate the console builder auto-saves now).

PRESENTER AND ATTENDEE CONSOLE REVIEW (SLIDE AND POLLS PLACEMENT)

Links to the Presenter and Attendee console can be found by clicking the chain link at the top right of the event as shown below:

Use the “Present” link to view Presenter console, create polling questions and confirm placement of videos and polls within the presentation and use the “Preview” link to view the Attendee console as it will appear on live event day.

  • Schedule a walk thru of event one day prior to REHEARSAL to ensure polls are set up for event.
  • Set date and send invite for rehearsal with Presenter, Moderator, IASA Staff and any other invited e-Learning participants using IASA Conf Call information. Include Presenter link in invite.
  • Set date and send invite for live event day with Presenter, Moderator, IASA Staff and any other invited e-Learning participants using Audio Bridge information provided by ON24
  • Schedule a walk thru of event one day prior to LIVE EVENT to ensure any updated presentations are loaded and polls are set.

If Event is a CPE credit offered event do the following: (generally the CPE events are handled using the Premium Event Management Package and ON24 would do this but for some repeat events we would do this ourselves as part of the Express Monitoring process)

  • Create Polling Questions: Obtain 4 polling questions per hour of presentation to ensure attendees have the maximum opportunity to get 3 polling questions submitted for CPE;
  • Click Present link and sign in to Presenter console as a Producer;
  • In presenter console, click SetUp link at bottom of console;
  • On SetUp screen, choose Polls;
  • Click Add Poll;
  • Enter poll question
  • Type: Multiple Choice, Single Answer
  • Display: Slide Window
  • Answer Options: Enter one answer per field for each answer option provided;
  • Click Add Answer to add additional answer options beyond the two answer fields shown by default;
  • Click Add Poll and repeat steps above for every poll question
  • Minimize SetUp screen after completing poll creation;
  • Place Polling Questions in presentation:
  • Above thumbnails of slides, click Show Storyboard Organizer to view placement of all slides;
  • For every blue poll question slide there will be an orange poll answer slide. Hover over top of poll question thumbnail, click on gray bar and drag poll question slide to appropriate area of presentation slides as dictated by presenter.
  • Repeat for each poll answer slide, placing answer slide after each polling question.
  • Once all polling questions and answer slides are entered, click Hide Storyboard Organizer above presentation thumbnails
  • Page through slides to confirm that placement of polls is correct.
  • Team Chat box:
  • In Team Chat box, click the “Clear chat Log” link if there is any remaining text following the rehearsal;
  • In box marked “Chatting with:” Be sure “All” is the option selected from the “Who is here” box and enter the following note for ON24 technical team for live event day: For Live Event Day: ON24 Technical Support please leave console open at the end of the event for 30 minutes to allow attendees time to complete the survey, test and print CPE certificate.
  • Exit Presenter Console
  • 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.