You're hosting a large event—keynote, panel discussion, all-hands meeting, or webinar. Most participants will watch, with limited interaction.
Typical setup: 50-200 participants, 1-2 hours, mostly one-way communication
What Makes Large Events Different
Large events need:
- Clear presenter focus - Attention on speakers
- Managed interaction - Can't have 100 people unmuted
- Reliable tech - High stakes, many eyes
- Audience engagement - Keep viewers active
Quick Setup Checklist
1 Week Before
- Create and test space
- Coordinate with speakers/presenters
- Prepare presentation materials
- Plan audience interaction moments
1 Day Before
- Send join link + System Check
- Test all embeds and content
- Confirm speaker access and roles
- Prepare run sheet
1 Hour Before
- Green room check with speakers
- Test all presentations/demos
- Confirm co-facilitator roles
- Open space for early arrivers
Recommended Settings
Space Mode
Use: Conference
For large events, Conference mode works best:
- Traditional video grid
- Clear focus on speakers
- Familiar for attendees
- Less canvas confusion
Audio Type
Use: Global
Everyone hears speakers. Participants stay muted unless called on.
Permissions
Participants: Viewer or limited Participant
| Role | Access |
|---|---|
| Speakers | Facilitator |
| Moderators | Facilitator |
| Support team | Admin |
| Attendees | Viewer or Participant (limited) |
Keep attendee permissions minimal to prevent chaos.
Large Event Team Roles
Essential Roles
Producer/Host
- Runs the show
- Manages transitions
- Time management
- Speaker coordination
Tech Support
- Monitors technical issues
- Helps participants with access
- Manages screen share
- Troubleshoots in real-time
Chat Moderator
- Monitors chat
- Answers questions
- Surfaces good questions to host
- Manages any inappropriate content
Speaker(s)
- Deliver content
- Answer questions
- May share screen
Coordination
Use a private channel (Slack, text) for:
- Cueing speakers
- Flagging issues
- Time checks
- Behind-the-scenes coordination
Audience Engagement
Managing 50+ Participants
You can't have conversations with 100+ people. Use:
Reactions
- Quick temperature checks
- Applause for speakers
- Raise hand for questions
Chat
- Primary interaction method
- Moderated Q&A
- Comments and reactions
- Requires active moderation
Polls/Quick Votes
- "Thumbs up if you agree"
- "Add a sticky with your answer"
- Keep simple for large groups
Planned Interaction Moments
Build interaction into your agenda:
- Opening poll/question
- Mid-event engagement (5-10 min)
- Q&A segments
- Closing reflection
Example Engagement Flow
0:00 - Host welcomes, quick poll
0:05 - Speaker 1 (20 min)
0:25 - 2-minute reactions in chat
0:27 - Speaker 2 (20 min)
0:47 - Q&A (10 min) - curated from chat
0:57 - Closing + next steps
Presentation Setup
Using Embeds
Display slides via embed:
- Google Slides with navigation controls
- Clean, professional look
- Reliable playback
Using Screen Share
For live demos or complex content:
- Speaker shares their screen
- Good for dynamic presentations
- Requires stable connection
Backup Plan
Always have a backup:
- PDF version of slides
- Recording available after
- Alternative to live demo
- Contact for tech issues
Canvas Layout for Large Events
Keep It Simple
For large events, minimal canvas is better:
┌─────────────────────────────────────────────────────────┐
│ EVENT: [Name] │
│ │
│ ┌─────────────────────────────────────────────────┐ │
│ │ │ │
│ │ PRESENTATION AREA │ │
│ │ (Embedded slides/content) │ │
│ │ │ │
│ └─────────────────────────────────────────────────┘ │
│ │
│ ┌─────────────────────────────────────────────────┐ │
│ │ Q&A / ENGAGEMENT AREA │ │
│ │ (Where participants can add questions) │ │
│ └─────────────────────────────────────────────────┘ │
│ │
│ Agenda | Resources │
└─────────────────────────────────────────────────────────┘
Avoid
- Complex navigation requirements
- Multiple activity zones
- Expecting participants to move around
- Too much canvas content
Running the Event
Green Room (15-30 min before)
- Test speaker video/audio
- Run through presentation tech
- Confirm order and timing
- Set up any screen shares
- Review hand-off signals
During Event
Host responsibilities:
- Welcome and set expectations
- Introduce speakers
- Manage time
- Transition between segments
- Moderate Q&A
- Close gracefully
Keep an eye on:
- Time (stay on schedule)
- Chat (emerging questions/issues)
- Tech (anything breaking)
- Energy (audience engagement)
Q&A Management
Option 1: Curated Q&A
- Moderator collects questions from chat
- Host selects and reads questions
- Speaker answers
- Most controlled
Option 2: Raised hands
- Participants raise hand
- Host calls on them
- They unmute to ask
- More personal, more risky
Option 3: Written Q&A
- Questions added to canvas (sticky notes)
- Host or speaker reads and answers
- Good for async follow-up
Common Large Event Challenges
"Someone is causing disruption"
Prevent by:
- Participant permissions locked down
- Chat moderation active
- Quick response plan ready
Respond by:
- Remove problematic participant
- Mute if possible
- Address briefly, move on
- Don't feed the disruption
"Tech problems during presentation"
Prevent by:
- Green room testing
- Backup presentation files
- Wired connections for speakers
- Tech support standing by
Recover by:
- Buy time ("Let's pause for a moment...")
- Switch to backup
- Have speaker talk while fixing
- Be honest with audience
"No one is engaging"
Try:
- Direct prompts ("Add your answer to chat")
- Lower the bar ("One word in chat")
- Acknowledge the chat ("I see some great questions")
- Make engagement valuable ("We'll answer top voted questions")
"Running over time"
Manage by:
- Clear time signals to speakers
- Willingness to cut content
- Respect attendees' time
- Follow up async if needed
Post-Event
After the Event
- Thank speakers and team
- Share follow-up resources
- Collect feedback
- Note what worked/didn't
Providing Recordings
If sharing recordings:
- Let participants know it's being recorded
- Edit before sharing if needed
- Provide access link
- Include supplementary materials
Pre-Event Message
You're Invited: [Event Name]
📅 [Date/Time]
⏱️ [Duration]
Speakers:
• [Speaker 1], [Title]
• [Speaker 2], [Title]
BEFORE THE EVENT:
1. Run System Check: [link]
2. Use Chrome or Firefox
3. Join 5 minutes early
JOIN HERE: [Kolab link]
Note: You'll be muted by default. Use chat and reactions to participate.
Questions? [Contact email]
Related Guides
- Embeds & iFrames - Presentation content
- Space Modes - Conference mode
- Sharing & Permissions - Access control
- System Check - Verify your setup