The Events Spreadsheet
https://docs.google.com/spreadsheets/d/1MbpjhAz1wuu0JBM6vHQOYhOHcd3R5DCUrnHBZkU51H8
What we need from all our speakers (as soon as possible)
- A biography (why they are the right person to give this talk) longer the better
- Professional qualifications if relevant
- Their linkedin profile (need this to get CPD)
- Their talk title (sometimes they like to discuss this with you so feel free to have something you would want to hear)
- A talk description, again, the longer the better
- Any social media or website links they would like us to promote
- A headshot (for promotional purposes) or professional picture(doesn’t have to be a headshot)
- Sometimes we get a quote from them that we can use with promotion, as to be something they would say, not a quote from a famous person
- Their company logo and link if they have one so we can add it to our website
When you do your first one I will give you access to a dropbox folder and you can add all the information in there. We need the text information in word NOT pdf
The Zoom Calendar
Use this to book the main event
https://scheduler.zoom.us/shara-cohen/wisn-event
This is a 3 hour block.
The event will be for one hour, we will switch it on for the speaker and moderators one hour before scheduled and leave it it for one hour after to allow people to fill out their feedback forms
FOR LIVE EVENTS
Pre-Event Checklist for Moderators (Speaker Briefing)
During your one-hour pre-event meeting with the speaker(s), please make sure to cover the following points:
- Collect their WhatsApp number
In case their connection freezes during the live event, you can send them a quick WhatsApp message to guide or support them.
- Request a backup copy of their slides
Ask the speaker to send you a spare version of their presentation in advance, just in case screen sharing fails during the event.
- Ask for 3 questions
Request at least three prepared questions from the speaker that you can use during the Q&A. These are useful for:
- Getting the conversation started
- Filling time if the audience is quiet
- Highlighting key points of their expertise
- Check if they have a special offer for our audience
Gently explore whether the speaker would like to share something with our community — for example:
- A free discovery call (common for coaches or consultants)
- A downloadable resource
- A discount code
(Only ask this if you feel it’s appropriate and relevant to what they do — it’s a way for us to thank them for offering their time for free.)
- Ask about a newsletter sign-up
Some speakers may want to offer something in exchange for newsletter sign-ups (e.g. a guide, PDF, or access to content). Make a note of this if they’d like it mentioned.
- Clarify how the offer will be shared
Let the speaker know:
- We only share offers after the recording ends, so it’s visible only to live attendees — this keeps offers time-sensitive and off the permanent site.
- We’ll also include their offer in our monthly newsletter, which will feature the event recording and a summary.
- Let the speaker know how the day will run
- Answer any questions
How the Day Will Run – Moderator Guide
One Hour Before the Event
- The Zoom meeting is opened one hour before the scheduled start time.
- Send a quick WhatsApp message to the speaker to let them know the room is open.
- The speaker can join at any point during that hour, but must arrive at least 30 minutes before the event starts.
Tech Checks (30 Minutes Before Start)
- Once the speaker arrives, do a brief tech check:
- Confirm their audio and video are working.
- Ensure the slides display correctly.
- Remind them not to fully exit Zoom.
If they need a break, they may mute themselves or switch off video — but do not close Zoom completely. Past speakers have been unable to rejoin in time due to reconnection issues.
Letting Attendees In (On the Hour)
At the event start time:
- Admit all attendees from the waiting room.
- Disable the waiting room and entry chime (“beep”) so latecomers don’t disrupt the session.
- Allow a 2–3 minute buffer for attendees to settle in.
Opening the Session
- The moderator:
- Greets attendees warmly.
- Introduces themselves and the Women in STEM Network:
- Encourage people to sign up to the network if they haven’t already.
- Briefly share the mission and benefits of the community.
- Let the audience know: “We’re about to press record.”
Recording & Introduction
- Start the recording (important: do this after your intro of the network).
- Once recording begins:
- Introduce the speaker using their bio.
- Feel free to tailor or lightly reword their bio (ChatGPT can help).
- Hand over to the speaker.
During the Talk
- The speaker will usually talk for around 45 minutes (timing is flexible depending on agreement).
- Monitor the chat for audience questions:
- Encourage attendees to type their questions throughout.
- Read questions aloud to the speaker during the Q&A.
- If the audience is quiet, use the pre-supplied questions from the speaker.
After the Talk (Post-Recording)
- Once the main talk and Q&A finish:
- Stop the recording.
- Announce any offers or freebies from the speaker (e.g. coaching sessions, resources, newsletter links).
- Let attendees know about the feedback form that appears when the meeting ends.
- Encourage them to complete it so we can keep improving.
- Do not end the meeting immediately — wait until the last attendee has left to ensure the feedback form is shown and filled out.
Post-Event Follow-Up
Let the speaker know you won’t stay for a chat right after the event — offer to follow up the next day instead.
Some speakers appreciate a debrief or friendly check-in afterwards.
Within a week:
- Our tech team will prepare the recording.
- The moderator sends the speaker a thank-you message with:
- Personal feedback and appreciation.
- An invitation to speak again (if appropriate).
- A link to LinkedIn event write-up (if available).
- The video in multiple formats for them to use however they like.
- Free Women in STEM Network membership.
- A 50% discount code for anyone they refer to the network.
