Use this checklist to make sure you’re equipped to run a seamless event on Splash Studio. 

On this page:

Before you begin

As a Host or Presenter, start by reading the Introduction to Splash Studio. This will equip you with the terminology, navigation, and step-by-step instructions you need to get your event up and running on Splash Studio.

Keep this checklist open as you make your way through pre-event rehearsal.

Preparing guests

Your guests will enter the event using a unique access link called the Virtual Event URL. You can include this link in your calendar attachment, email confirmation, and reminder emails using the [virtual_event_url] tag.

As a best practice, Splash recommends sending 3 reminder emails before your event start time: 24 hours before, 1 hour before, and at the event start.

The [virtual_event_url] tag is included in my calendar attachment description.

The [virtual_event_url] tag is included in my RSVP Yes confirmation email.

My three reminder emails are scheduled to my Attending quick list.

Preparing Hosts and Presenters

Splash Studio Navigation

Hosts and Presenters will rehearse and host the live event using a shareable hosting link. Use the Hosting Link button inside the Virtual Event Page to copy and share this information with your Hosts and Presenters.

I sent all Hosts and Presenters the hosting link and added their email to the Hosting Details form.

All Hosts and Presenters rehearsed entering the Splash Studio event.

Splash Studio includes Onstage and Backstage capabilities. It’s important that all Hosts and Presenters understand the distinction between the two.

As a Host, I understand that:

• When I’m Onstage and the event is live, all attendees can see and hear me.
• When I’m Backstage, I should go on mute to prevent attendees from hearing me.
• I’m responsible for bringing Presenters Onstage since they don’t have this permission.

As a Presenter, I understand that:

• Once I enter the event, I am placed Backstage with my audio disabled. 
• I cannot move Onstage since only Hosts have this permission.
• When I’m Onstage and the event is live, all attendees can see and hear me.

Mic, Camera, and Screen Share Access

Splash Studio requires access to your mic and camera. If you’re planning to screen share, additional access is required.

All Hosts and Presenters granted Splash Studio access to their mic and camera during rehearsal.

All Hosts and Presenters used these instructions to grant their devices screen-sharing access.

All Hosts and Presenters who plan to share their screens have run a successful test.

All Hosts and Presenters who plan to play a recorded video using the Share Video feature have run a successful test.

Engagement Tools

Splash Studio includes chat, polling, Q&A, and networking tools. Hosts and Presenters can utilize chat, polling, and Q&A, while only Hosts can enable networking.

Chat

As a Host or Presenter, I’m prepared to use the Onstage Chat to communicate with fellow Hosts and Presenters or the Private Chat to communicate one-on-one with a Host, Presenter, or attendee.

As a Host, I know how to remove unwanted chats using the three dots to the left of a message.

Polls

As a Host, I know to use the "Queue poll to published later" checkbox to publish polls at my preferred time. 

Questions

As a Host or Presenter, I’m prepared to monitor the Questions tab for question upvotes and answer questions with text.

Networking Circles

As a Host, I understand that I can enable Networking Circles before the live event, during the live event, and at the end of the live event.

Creating a backup plan

In the world of virtual events, a backup plan is crucial — regardless of the streaming provider. Splash recommends setting up an alternate virtual environment like a Zoom Meeting or Webinar.

I created a draft email that includes a link to my backup solution. I also added my Attending, Checked In, and Checked Out quick lists to the Recipients tab.

Rehearsing live event best practices

Get ready to go live with the Splash Studio best practices listed below.

As a Host or Presenter, my technical setup includes the following:

• Laptop or desktop computer
• Built-in or external microphone/camera
• Fully-charged device plugged into a power source
• Dual monitor setup for screen sharing
• Up-to-date Chrome browser (required)
• Up-to-date Mac (preferred)/Windows OS
• Only open browsers and tabs that are necessary for the live event
• Only open applications that are necessary for the live event
• Disabled desktop notifications (if screen sharing) 

As a Host or Presenter, I created presentation materials that account for my video tile in the lower-right corner.

As a Host, I understand that before I click “Go Live,” only those who should be visible to the audience are Onstage. All other Hosts and Presenters should be Backstage and on mute.

As a Host or Presenter, I have opening housekeeping remarks prepared for my audience. Take a look at a Splash example below.

As a host, I know that once I click the “Share Video” button, I will be muted and will need to unmute when I click Stop Video.