Help CenterPre-Event Tech & Environment Prep (2–4 hours before)
- Restart computers: Restart your computer, as well as any backup devices, to clear caches and ensure a clean slate.
- Close unnecessary apps: Shut down background applications like Dropbox, Google Drive, email, and any unnecessary browser tabs to free up your computer's processing power and internet bandwidth.
- Use a hardwired internet connection: Connect your computer directly to your router using an Ethernet cable rather than relying on Wi-Fi, which can cause micro-stutters and audio drops.
- Optimize your environment: Ensure you have adequate lighting (multiple point sources or window light), place your camera at eye level, check for good audio quality (use a headset or dedicated microphone to avoid echoes), and secure a quiet space free of background distractions.
- Establish a backup plan: Have a backup computer ready to go on the same network, and consider having a cellular backup for your internet. Establish a programmatic backup plan with your co-host or team so they know exactly what to do (e.g., open breakout rooms or take a 10-minute break) if you temporarily lose your connection.
Opening the Room & Zoom Setup (1–2 hours before)
- Open the Room, but NOT the Area: In Obvio, navigate to your Zoom Areas, ensure "Open Area" is toggled OFF, then click "Open Room" and "Start". This makes you the host in Zoom while attendees remain on your custom Obvio offline page waiting for the doors to open.
- Configure Zoom Host Tools: In Zoom, lock down attendee permissions to prevent accidents. Disable the ability for participants to screen share, rename themselves, or unmute themselves. Leave only the chat and "start video" features enabled.
- Set the Stage: Start your background music, share your screen if you have a countdown timer or welcome slide, and ensure your team/co-hosts are in the room and ready.
- Start Recordings: Manually verify that your local computer screen recordings and Zoom cloud recordings have started.
Opening the Doors (15–30 minutes before)
- Toggle "Open Area": Once your team is 100% show-ready, go back into the Obvio dashboard and toggle the "Open Area" switch to the ON position. Attendees sitting on the offline page will automatically be pushed into the Zoom meeting.
- Welcome attendees: Acknowledge attendees by name as they enter to create a high-touch, live experience.
Event Kickoff & Housekeeping (Start of the Event)
- Encourage Cameras On: Ask attendees to turn their cameras on so you can see their faces and engage with them effectively.
- Zoom Orientation: Do a quick orientation pointing out where the chat and digital "raise hand" features are, especially if you plan to utilize them during the event.
During the Event
- Manually reveal dashboard items: Do not rely entirely on automated timers for critical event items like workbooks or sales offers, as live events rarely run exactly on schedule. Instead, have a team member manually toggle dashboard buttons, blog posts, and resources from "disabled" to "enabled" at the exact moment you announce them on stage.
Post-Event
- Don't end the meeting abruptly: Avoid clicking "End Meeting for All" right away, as it feels like pushing your attendees out the door.
- Host a "Parking Lot" session: Ask if anyone wants to stick around to chat, and open up unmoderated breakout rooms for attendees to debrief, network, and connect. Wait to end the meeting until about 95% of your attendees have naturally left on their own.
- Update the Offline Page: Go into your Obvio Event Settings, toggle the event offline, and update the offline page text to thank attendees or automatically redirect them to the sign-up page for your next event