Webinar: Diverse Speaker Series

Diverse Speaker Series – Moderator Prep

Student moderators must be:

  • Interested in the topic, and 
  • Available that particular evening, and
  • Have access to quiet space, and
  • Have the hardware needed (desktop/laptop/camera/mic – NO cell phones), and
  • Have Microsoft Teams installed and tested 
  • Have LinkedIn profile and agree to be tagged in social media posts promoting the event and thanking the speaker
  • Willing to collaborate in a small team of 2-3 moderators on webinar production

Platform: Ms. Teams Town Hall

  • Roles in Ms Teams Town Hall:
    • Organizer (Hanadi)
    • Co-organizers (students): you will receive the Microsoft Teams invite to your HUMBER email e.g. <n01234567@students.humber.ca> you can access it through humber.ca/microsoft365, make sure you can access it and “accept” the invite before dry-run and event days
    • Presenters (our external guest speakers)
    • Attendees
  • We can have up to 9 people on screen at a time (moderators and guest) and they all have equal rights to share screen and turn cam / mic on and off
  • There’s no chat function 
  • Q&A: managed by our moderators (you!)
  • The only way for attendees to engage is by posting a question to the Q&A and then we (moderators) decide which questions to “publish” and discuss with the presenters

Templates (for the moderator):

Pre-Production

  • Two weeks before the event, Hanadi will:
  • Student Moderators will need to:
    • connect with each other (LinkedIn, email)
    • prepare the Script and Questions based on above templates
    • confirm with your guest speaker if they prefer to take questions during their presentation or at the end
    • prepare your “welcome slide” if needed: include topic, guest speaker and moderator names, and start time (view example)
    • establish how you (the team) will be communicating DURING the webinar as needed (WhatsApp group, other?)
    • schedule a dry-run with your team to finalize any details and give each other feedback as needed (background, lighting, sound ….etc)
    • connect with you co-host and guest speaker on LinkedIn
    • start promoting the event on social media and tag us (co-host, guest, and Hanadi)

Live Event

  • Moderators: dress for success! sit up and smile, you’re on camera
  • Mute yourself and use WhatsApp to communicate with your team
  • Avoid swinging in your chair while speaking
  • Share your Welcome slide so participants see it as they join
  • Have your script ready, open, and readable
  • Start ON TIME (do not suggest waiting few minutes for people to join)

External Guest Speaker

Organizer (Hanadi): add the guest speaker as “presenter” in the meeting options using their external email

Send the following email to the guest:

Hello XXXXXXXXXXXXX

Hope this finds you well! 

We’re so excited for the session and looking forward to hosting this virtual chat with you. 

I would like to introduce you to our superstar student hosts (cc’d above): XXXXXXXXXXXXX who will be moderating the session, they will connect with you and share questions to discuss during the session.

Here’s the link to the event: XXXXXXXXXXXXX

Please let me know if there’s anything you’d like us to edit.

We will be using Microsoft Town Hall to host the session, please note the following about Microsoft Town Hall:

  • Humber team of organizers and the external guest speaker (yourself) can turn on camera / audio on and share screen, and have equal rights to “bring someone on screen”
  • The “attendees” will join with cam / mic off and will not be able to turn them on
  • There will be no chat function, the attendees can submit their questions using the Q&A, and these will be published as needed by the moderators

As an external guest, you have been invited as a “presenter”, and will need to kindly follow the instructions below to join as a “presenter”

  • Sign up for a free Microsoft account at office.com (if you don’t have one)
  • Download the latest Teams App
  • Join the meeting using the Teams App, not browser (must be latest version)

We would like to schedule a test session a week before the event. Would the following day/time work for a dry-run? XXXXXXXXXXXXX

Moderators: your Humber email will be used for Town Hall sessions (the actual event and the dry-run session).

Thank you very much and we look forward to working with you!

Hanadi & the Humber team.