Train the Trainer Part 1: An Introduction to Embodia

This guide will outline all of the important details and information that you need to know ahead of the webinar. If you would like to download this guide as a PDF document, you can do this here.

When you are the instructor of a live webinar, you will be added as a Panelists to the webinar, which means you can turn on your audio/video, share slides, and join the webinar before we start broadcasting. Everyone else will attend as participants. Maggie Bergeron or a member of the Embodia Team will be on the webinar the whole time and will take care of recording as well as any support required by yourselves or the participants.

There is a maximum of 500 registration spots for your webinar. An excellent show rate (the number of people who register and show up) for free webinars is 30% - this is not an Embodia standard, this is a webinar standard that is not industry-specific. Embodia’s show rates range from 30-60%. We also have the option to stream the webinar to the Embodia YouTube channel which increases exposure. Typically, we will leave the live stream of the webinar available for 48 hours.

 

Video/Audio Tips for Success

We ask that everyone participating in a webinar follow these guidelines to ensure the best quality footage and audio.

• Position yourself in the centre of the screen. Make sure that your whole head and shoulders are in the frame for a quality headshot. 
• Set yourself up in a small room with no echo (clap once and listen for reverb).
• Make sure that the room you're positioned in does not have any background noise (air conditioners, laundry machines, etc).
• Turn off alert noises on your phone and computer.
• Listen to the webinar with earbuds or headphones to prevent your computer audio being picked up by the webcam.
• Make sure that no one or nothing will interrupt with loud noises from another room or by walking into your recording space.
• Avoid typing on your computer while you’re presenting if possible.

 

Definitions of roles on a webinar

• Host (Embodia): The host of the webinar is the user who the webinar is scheduled under. They have full permissions to manage the webinar, panelists, and attendees. There can only be one host of a webinar. The host can do things like stop and start the webinar, mute panelists, stop panelists' video, remove attendees from the webinar, and more.
• Panelists (You): full participants in a webinar. You can view and share video, screen share, annotate, etc. You must be assigned panelist permissions by the webinar host.
• Co-hosts: share many of the controls that hosts have, allowing the co-host to manage the administrative side of the webinar, such as managing attendees or starting/stopping the recording. The host must assign a co-host. Co-hosts cannot start a webinar. If a host needs someone else to be able to start the webinar, they can assign an alternative host.
• Attendees: are view-only participants who can be unmuted if the host chooses. Their view of the webinar is controlled by the host. They can interact with the host and the panelists through the Q&A and the chat. 

Slides

The panelists can share their screen. When you share your screen, you can choose what you would like to share (ie: slides, website, videos).

It’s important to note that if you have only one screen you will only be able to see your slides. If you have presenter notes that you would like to look at during the webinar you either need to print them out or set up a second screen.

When you share your screen, the attendees will be able to see your screen and what you are sharing. If you are sharing slides, it’s important to press ‘Present’ on the slides so that they can be viewed in full screen.

At any time you can stop sharing your screen (and then start sharing again). This is useful if you are going to do a demonstration.

Pre-Webinar

15 minutes ahead of the start of the webinar we will meet in the webinar room. You should have already received an email from Zoom with the login details. You should also receive a reminder email 1 hour ahead of the webinar. If you cannot find these emails please let us know ASAP by emailing support@embodiaapp.com

The pre-webinar allows hosts, co-hosts, and panelists to prepare before we start broadcasting and allow participants to join. During this time we will:

• Do a video/audio check
• Practice sharing your screen and slides

5 minutes before the start of the webinar we will all turn our video and audio off. The Embodia Team member will share their screen which has a welcome message along with some music. At this time we will start broadcasting so participants can start joining and get settled in. At the start time of the webinar, the Embodia Team member will turn on their video and introduce the webinar and presenter. You can then turn on your video and audio. The Embodia Team member will stop sharing her screen and you can start your presentation.

 

Q&A and Chat

There are 3 ways for participants to interact on the webinar:

1. Chat: participants can type in the chat throughout the webinar. This is a great way to engage with participants throughout your presentation! You can ask them to type into the chat answers to your questions. For example, ‘do you currently use K-Tape in your practice? Type Y or N in the chat’ or ‘where you are you joining us from today?’
2. Q&A: participants can post questions in the Q&A section throughout the webinar. It is up to you, the presenter, if you would like to answer the questions as you go or at the end. Most presenters choose to answer the questions at the end because it is less distracting.
3. Coming up on ‘stage’: Participants cannot turn on their audio and video without the hosts’ permission. If you choose, we can bring up select individuals to ask their questions live with video/audio on. This can be decided ahead of time or on the fly.

 

Instructions to run polls

The poll feature allows you to create single-choice or multiple-choice polling questions for your webinars. You will be able to launch the poll during your webinar and gather the responses from your attendees. You also have the ability to download a report of polls after the webinar. Polls can also be conducted anonymously if you do not wish to collect attendee information with the poll results.

The host (Embodia) and co-hosts can launch polls, but only the host is able to create new polls (ie: Maggie will set them up ahead of time). Hosts and co-hosts are also not able to vote in polls themselves. When launching the poll, they can choose whether or not panelists are able to participate.

You can have up to 25 polls added per scheduled webinar.

Please provide me with any polls ahead of your webinar. It is a good idea to put a slide into your presentation when you want to run the poll. This way it’s clear to participants that it’s time to do a poll and it’s easy for us all to remember to launch the poll!

Polls must include a question/statement and 2-10 pre-written answers. You can choose to make the answers ‘Select One Only’ or ‘Select All That Apply’. Please provide these in writing to Maggie at mbergeron@embodiaapp.com 24 hours in advance of your webinar.