Reference Guide

Estimated reading: 9 minutes

The Project Sheet is made of a number of tabs. Within each of the tabs, is a spreadsheet with various columns. 

Here we will explore these columns –  the type of data that goes into each, who is responsible for adding the information, how to update the data, what to do once the data is updated, how to re-link mapped cells when necessary, as well as other important things to note. 

Progress and Issues / Schedule Tabs

Both tabs are automatically generated and read-only. You cannot modify their content – changes won’t be saved. 

On both tabs you can see:

Time zone (top left): Displays the time zone of the event and all its sessions.

Note: For the progress and issues tab, we have an arbitrary 5-min break between live sessions that is suggested. 

This is to allow the production team to prepare for the next one and the attendees to move to the next room.

Note: In the reality of an event, especially for breakouts, back to back sessions cannot physically happen. They will start late.

If the time gap is less than 5-mins between the two sessions, it will be flagged in purple. It is up to you to take action on your schedule or not.

The schedule provides the following details:

  • Start and End time
  • Content ID
  • Content Type (i.e. Live, Pre-recorded, VOD, etc.)
  • Content Duration 
  • Content Title
  • Time Warning (in case of back-to-back live sessions)
  • Collision Warning (conflict with other sessions)
  • Warning (indicates a speaker is unlinked from the Content tab)

Content Tab

  1. Content ID: Every session is assigned a unique ID and can only be listed once. An ID cannot be reassigned if the session gets cancelled. If this happens, set the session’s Content Type to Cancelled.
  1. Content Title: Make sure the session title is capitalized and spelled correctly, as it will be displayed as is on the UpNext screen.
  2. Content Type: Select an option via its dropdown menu.
  1. To be decided: No choice has been made as to whether the content will be live or pre-recorded.
  2. On-site Livestream: Content takes place at a venue and is live streamed to a remote audience.
  3. Remote Livestream. Content takes place virtually and is live streamed to a remote audience.
  4. Pre-recorded: Recorded ahead of time, but broadcasted to look as if it is live (i.e. simu-live or as part of content to playback during another session – used Embed location if that is the case). 
  5. Not EPEAK: Refers to any external content being used. 
  6. Round table: Content is a breakout room (on site or remote) taking place in a room, usually no camera, no recording.
  7. Hybrid: A content that is live streamed from a venue but involves both on-site and remote speakers.
  8. Translation: A session being translated into other languages.
  9. On-site recording: For recordings of content during the event, for example, a VIP interview.
  10. Duplicate: This is when there was a mistake and a content has been added twice. Label as Duplicate the ones you’d like to remove.
  11. Canceled: Anything that has been canceled. Items should always be canceled, as opposed to deleted. 
  1. Date: Session date. Double-click in order to set. 
  1. Start time: The session’s starting time in 24-hour format (i.e. 17:30). No other format can be used.
  2. Duration: Type in the content length, in minutes. For example, if your session is 1h30, type in “90”.
  3. Location: Select which Room / Video feed the session will be played on (i.e. Feed 1,2,3)

Note: VOD is used for Video-On-Demand at any point in time. It should be used for content that will be made available to watch anytime by the attendees, as opposed to being live streamed into a video track at a set date and time.

  1. Sponsor: Select via the dropdown menu. The menu will display the information you added into the Sponsors Tab. 
  1. Content status: This is automated.

  1. Review link: This link is for your internal use only, so that you can approve a pre-recording or request updates. It should not be shared with the speakers.
  2. Approval: This is where you can approve a video edit or request updates. Select whichever applies from the drop-down menu.
  • Approved 
  • Needs adjustments – if a change needs to be made on this content, please type the specifics into the Notes column. 
  • Rejected – if you do not approve of the content the speaker has submitted.
  1. Content language: Only needs to be filled out if the session will be interpreted into different languages. 
  2. Speaker 1-7: Select the speakers for each session using the drop-down menu. Remember, the list of available speakers is pulled from the Speakers tab.

Note: If you need to adjust a speaker’s name go back to the Speakers tab and edit the First Name or Last Name column by double-clicking on it. Then, go back to the Content tab and re-select the revised name from the drop-down menu. The edit you made in the Speakers tab will not automatically show up in the Content tab. 

If the speaker you selected is displayed in red, it means that there is a typo in their name – make sure to double check the spelling against what is entered in the Speakers tab.

  1. Speaker Emails: For each session, we generate a list of email addresses belonging to the participating speakers. This allows you to copy & paste their contact simultaneously and quickly get a message out to everyone.

Speakers

  1. Speaker ID: Every speaker is assigned their own ID and can only be listed once. If a speaker drops out, their ID cannot be reassigned to someone else. 

If a speaker’s name is blue, they have yet to be linked to a session (do this in the Content tab).

If a speaker is no longer participating, set their Onboarding Type to cancelled. 

  1. First & Last Name: Please ensure the name is spelled and capitalized correctly in each of the columns.
  2. Full name: It is automatically generated from First name and Last Name columns. You can copy the name from this column to paste it somewhere, but please do not edit it here. To edit a name, please do so in the First name and Last Name columns.
  1. Onboarding Type: Fill out this column by using its dropdown menu.
  • Individual 1-by-1 – speakers that will be onboarded individually.
  • E-learning + Tech-check – speakers that will be enrolled in E-Learning and have a short, 15-min tech check 
  • To be decided
  • Individual – Speakers that will benefit from a longer, 45-min in-depth onboarding

  • No Onboarding – speakers that do not require onboarding, for example onsite speakers.


Note: If a speaker is pre-recording their session, their tech-check will be performed at the start of the recording appointment.

  1. Onboarding Status: This is an automated column that informs you of the status of the onboarding.
  1. Notes: This field is used either by you, to provide specific information about a particular speaker, or by the onboarding team, to provide specific feedback about a speaker.

  1. Type: For each participant, use the dropdown menu to select the type of speaker they are. Anyone selected as a Moderator, will be given additional guidance from our team during the onboarding session.
  1. Timezone: Time zone (provided by speaker) is populated with data from the speaker booking. If incorrect, the override checkbox needs to be ticked and the correct time zone needs to be selected in the next column. It serves as context information in case they need to call the speaker.

Note: The production team will only contact speakers if they are late logging in for their live session. 

  1. Phone number: Filled automatically from the booking, if provided by the speaker. Tick the override checkbox and fill the adjacent column if there are adjustments to the provided info.
  2. Job title & Company: Automatically filled from the booking.These can be edited by simply clicking on the cell and typing in the correction. Please ensure no spelling mistakes are made and that the capitalization of names is uniform, because this is how it will be displayed on the live
  3. If a cell in either column is highlighted in red, the information is too long and needs to be shortened. 

During a live broadcast, titles that are too long will not be cropped, but automatically shrink to fit. So, if the title is kept lengthy, the text will be small and harder to read.

  1. Slides: If you know the speaker will be using slides, select yes off the drop-down menu. During the speaker’s onboarding or tech-check we will ensure they are familiar and comfortable with the process of how to maneuver their slides when presenting live or remotely (whichever is applicable)
  1. Camera Check, Sound Check, Position Check: These fields will be filled out by a member of the technical team during onboarding or tech-checks. There will be three ratings given (PASS, Not great and FAIL) to denote the quality of each speaker’s remote set-up (if applicable)

Managed by (AV Provider): Here you will find the name of the AV Team representative in charge of that speaker’s tech check.

  1. Managed by (Client): Here you can use the drop-down menu to select which of your staff members is in charge of that speaker. This information is good to have in case a presenter has a question that the AV provider team can’t answer. If no name is entered here, the main organizer’s contact will be given to the speaker. 
  1. SessionsThese columns are filled out automatically through the Content tab. They cannot be edited. Each speaker will have these columns filled out with the date, time and name of their session(s). You can tick the checkbox to display the session information in the speaker’s local time.


Cancelled speakers

 

If a speaker drops out before the start of the event or their session gets cancelled, do not remove their row. Instead, set the speaker’s Onboarding Type to cancelled. Doing this will automatically strike through their row.

Sponsors

In the corresponding cells, insert the name of your sponsor and add any notes. Upload the branded material in the Sponsors folder. The Project Sheet will identify uploaded materials based on the file name matched with the sponsor name.