Our Typical Event Process

Event Creation

Once the event has been approved by Digital.gov, we will need the event host to complete our event copy template to begin the planning process. The Event Copy Template serves as a template for both the Digital.gov event and registration pages. This is a collaborative document that is completed by both the event host and the Digital.gov team. The final language will be reviewed, edited, and approved by the Digital.gov team.

After the Event Copy Template has been completed, Digital.gov will do the following for all event types:

• Confirm if the event is virtual, hybrid or an in-person event.
• Create the registration page (which serves as a gating function for potential attendees) that will be published on the Digital.gov event page.
• Create the Digital.gov Event page.
• Schedule all technical aspects of the event, including the:
  • Conferencing technology or event space;
  • Live captioning to improve accessibility of the event;
  • Reminder and informational emails for potential attendees; and
  • Post-event feedback survey to be distributed to event participants at the end of the event to collect metrics.
• Coordinate with the event host to schedule dry-runs or tech checks for potential speakers.

Speaker Selection

Digital.gov strives to bring informative content for the attendees by producing events with experienced subject matter experts. If needed, Digital.gov will work with you to identify a speaker by connecting you with a subject matter expert.

Please review the guidelines for speaking at events, provided by the GSA Office of General Counsel (OGC) and TTS’ Outreach team. If the requestor would like to have a non-Federal Government speaker present at the event, they must inform the Digital.gov team at the time of requesting the event to ensure there is enough time to get the speaker approved.

Digital.gov and event hosts must follow the GSA Office of General Counsel (OGC) and TTS’ Outreach Team additional guidance regarding steps to mitigate any concerns regarding contributors, speakers or presenters that are not federal employees. This information has been posted in the TTS Handbook for your reference.

Finally, we ask our event host to consider diverse speakers and inclusive panels, so attendees hear from a variety of perspectives and cultures.

Content Development

Follow event best practices to prepare your event content.

Pre-Event Dry-Run/Tech Check

For each event, Digital.gov looks to schedule a general walk-through of the event and the platform or space being used. We also ask hosts and presenters to arrive 30 minutes before the event to do a final check on the event technology, lighting, and other items.

Below are some of our common checklist items, day-of reminders, and other tips that we review in these pre-event meetings.

Dry-Run Checklist

• When does everyone need to arrive?
• How is your audio/video quality?
• Do you need to test any videos or animations during the presentations?
• Can you share your presentation and walk through it?
• Do we need to test any polls or breakout sessions?
• Does the view from the attendee perspective look appropriate for the event?
• How would you like to handle questions from the attendees?
• Any other special requirements, complex transitions, music needs, or concerns?

Important Reminders

• Read aloud questions or polls (with possible answers) to make sure the event is accessible to people with visual impairments. Sign posting or reading the slide numbers occasionally are helpful as well.
• Turn off your video and mute your audio unless you are speaking. Turn on your video throughout your panel, and unmute when you are called upon.
• Please do not touch the poll when it comes up; the event host will administer the poll. You may need to click the top left “X” to remove it from your screen, but don’t touch “End Poll” at the bottom of the window.
• If there are any technical issues, we may turn off your video to improve your connectivity or shift to another session until the technical issues are resolved.
• Only chat to "panelists" or Digital.gov staff (use the dropdown menu in the chat to navigate to the appropriate option)
• Dress is usually “business casual” or “business” for our events
• If needed we will provide session timekeeping via the event chat or signs in the room, we typically note the remaining time in your session as 3 mins, 1 mins, 30 seconds, and then done.

Other Tips

• Turn off other computer notifications.
• Mute your cell phone (but keep it nearby with the dial-in number written on a sticky note in case you have to dial-in due to bad audio issues).
• Don’t sit outside. Close any doors or windows to block external sounds. Sit facing a light source and do not sit in front of a window or close the blinds if you have to sit in front of a window.
• Print out your script in case there are any technical issues or you need your screen to present.

Post Event Actions

The Digital.gov team will record the event, edit and post to the Digital.gov Event page and/or create a public or unlisted playlist on our Digital.gov YouTube channel - unless, the event host asks us not to record the event. We also can email all attendees any materials that you have made accessible and the videos available on YouTube or Digital.gov.

Digital.gov will provide you with metrics regarding your event, including data from the registration form, attendance information, and results of the feedback survey. We also may schedule a review of the event to identify improvements for future events, as needed.

If content from an event might be valuable as a more evergreen resource or in a written format to the Digital.gov audience, then we will look to coordinate with the event host or content presenter to develop a resource page.