Virtual Event Checklist
Before the day
- Check the session date and time.
Once you've received your portal/session invite, check it corresponds with your timetable. Let us know if there are any discrepancies. - Check your system compatibility.
Use Kaltura's compatibility testerLink opens in a new window to check your equipment. If you have any problems, see our Troubleshooting page. - Set up your room.
Configure the room layout by selecting the menus. Each session can have a different room and layout. - Upload media files.
- Files can be a maximum of 1GB. Please contact if any of your files are larger.
- Add the holding slide (updated for each event). This will be emailed to you.
- Powerpoint slides are converted to images, so animations and transitions will be lost.
- Obtain permission for any copywritten material used, or replace those assets. More information can be found here.
- Create and order content.
Set up a quiz, add media to your playlist and familiarise yourself with any new features and read through our Top Tips. - Check Safeguarding.
If you expect any participants to be under 18, please read through the University Safeguarding policyLink opens in a new window and Online Event GuidanceLink opens in a new window
On the day
- Log in and check your room.
Last minute checks on your playlist and room layout. - Screen sharing.
If you're sharing your screen, double check there's nothing confidential or inappropriate on your screen.- Ensure all pop-up notifications (incoming emails etc) are disabled during the session.
- Clear roles.
Check everyone knows their role for the session: speakers and moderators. - Check your surroundings.
Make sure you don't sit in front of a window, or in direct sunlight. Do a sweep of the background environment which may be visible to participants. - Privacy and confidentiality.
Ensure all appropriate precautions are taken.
Just before the session
- Turn on your webcam and select 'live' beneath your name.
- Begin recording by selecting 'apps' and pressing the red record button.
- Await your participants
During the session
- Start the session.
Make sure you start the session with:- Warm welcome and Introduction of speakers, moderators and participants.
- Session structure and how to ask questions.
- Inform participants the session is being recorded and will be available to watch back after the session.
- Safeguarding.
Applies to under 18s, but also how anyone can get in touch if they see or hear anything upsetting or inappropriate in any online session.- Use the Q&A chat to speak with a moderator.
- Be clear on code of behaviour.
Participants can be removed from the session if they are inappropriate or disruptive. - Avoid 1-to-1 online interaction.
If you find yourself in an online session with anyone you believe to be under 18 (with no other trusted adult), you are advised to terminate the session. - Enjoy the event!
After the session
If you have any feedback about the session, please do let us know through the Feedback Form.