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The complete rollout plan for your external event

We’re excited that you decided to use Slido at your event! If implemented well, Slido can help you transform the interaction at your event.

This article contains 6 essential steps that will guide you through the entire rollout process.

1. Confirm the sessions and the rooms

2. Communicate with your speakers about Slido

3. Synchronize with the moderators/chairpersons

4. Train the Slido room managers (large conferences)

5. Coordinate the AV setup

6. Coordinate onsite activities


1. Confirm the sessions and the rooms 

Select the sessions/rooms or any other points on the agenda where you’d like Slido used. Slido works particularly well in large-group environments (50+) with conversational formats such as:

  • Q&A sessions
  • Panel discussions
  • Fireside chats

In order to implement Slido successfully across your conference, we recommend having a dedicated person in each room to filter questions, activate polls and brief speakers before they step onstage.

This means that if you plan on having three breakouts running at the same time, you need to have three people helping to run Slido. The role is usually assigned to a room manager, a member of the organizing team or a dedicated volunteer.

Pro tip: If it is not possible to recruit sufficient staff, the best way to ensure smooth implementation is to use Slido only in the rooms/sessions that can be supported by the room managers.

2. Communicate with your speakers about Slido

Before the event, let your speakers know that you plan on crowdsourcing questions with Slido and that they can integrate live polls into their presentations.

You can share this video with them:

 

If Slido is managed for them (by a Slido room manager), a simple email or a paragraph in the instruction email is sufficient.

Here are some ideas for this:

[Event name] will be using an audience engagement platform, Slido, to crowdsource audience questions during the sessions. You don’t need to prepare anything beforehand; there will be a Slido volunteer in the room to provide a quick overview of how Slido works before your session.

You can also make your session more interactive with live polls. If you'd like to run polls during your session, please contact [name of the coordinator] who will set up everything for you.

Pro tip 1: If you’d like to encourage the presenters to use live polls, send out an email about two to four weeks before the event. It’s also great to appoint one specific person who will collect and set up polls for your speakers.

If you're communicating with a person who will be introducing Slido at the beginning of a particular session (a moderator of that session or a speaker himself/herself), please also add:

Here are three easy steps to let you know how it works:

  1. Introduce Slido at the beginning of your session and tell the audience to: Go to www.slido.com and enter
    #[event code]
  2. Select a room
  3. Encourage participants to submit their questions and upvote the questions they like. The most popular questions will automatically appear at the top of the list.

Pro tip 2: If you integrated Slido into the event app, let the audience know both ways to join Slido.  You can join via the mobile app or go to www.slido.com and enter #[event code]”

3. Synchronize with the moderators/chairpersons

Your moderator/chair’s introduction will be key to the successful adoption and use of Slido during your event.

While emails are generally sufficient for briefing speakers, we recommend scheduling a pre-event call with your main chairperson or facilitator.

During the call, we recommend covering the following points:

  • Explain what Slido does
  • Cover what live polls and Q&A allow him/her to achieve
  • Stress that it’s important to introduce Slido to the audience at the start and provide updates throughout the event
  • Indicate the sessions and points on the agenda when you want your moderator to use polls and to crowdsource the questions

You can download our introduction template for moderators here.

4. Train the Slido room managers (large conferences)

Once you bring your staff together, it’s critical to organize training. You can cover the essentials in a conference call.

If possible, we highly recommend training the Slido room managers onsite, ideally a day before or the morning of the event, and getting them to test Slido first-hand.

During the training, make sure to cover:

Tasks of a Slido room manager

Once onsite, the briefed volunteer in the room coordinates with the speakers and moderators and explains how to introduce Slido at the start.

During the session, the room manager approves the incoming questions and helps display Slido on screen when the Q&A time comes. If the speaker plans to incorporate any polls, they coordinate and agree on the timing to display the polls on screen for the speaker.

Contact us at support@slido.com and we’ll be more than happy to coordinate the training.

5. Coordinate the AV set up

Connect with your AV provider and let them know about the equipment that you’ll need for Slido in each room.

Plenary Rooms

In the (large) plenary rooms, we recommend having one computer dedicated solely to displaying the Slido Present view and another to managing Slido from the Admin view.

Please note that this equipment is needed in addition to the computers from which you’ll run the speakers’ presentations.

Learn more about the necessary equipment to run Slido in the plenary room.

Breakout Rooms

In smaller breakout rooms, one computer for presentations and the Slido Present view is usually sufficient. You can install the Slido Switcher, which will allow you to switch seamlessly between the slides and Slido Present view.

Click here to learn how to set up Slido in the breakout room.

6. Coordinate onsite activities

The big day is here! Once onsite, there are a number of things to coordinate before the kick-off. Here is a shortened checklist:

  1. Set up and test the Slido Present view (both launching polls and some test questions)
  2. Check the internet connection and share the WiFi details with your participants
  3. Brief the moderator to introduce Slido at the start
  4. Coordinate with the AV team on when to display Slido questions and polls on screen
  5. Encourage people repeatedly to submit questions and upvote other people’s questions and the speakers to use them

We recommend downloading our full onsite checklist here.

Want to learn more?