Event Template: Ask Us Anything Facebook Live Event

Estimated Time: 30 minutes

                You want to keep live broadcasts on the short side (long enough to catch the attention of several viewers and to provide information, but not so long that it feels like a large commitment, webinar, class, etc.). People will most likely tune in for a few minutes at a time.

Objectives: Create awareness of your services among the people in your service area, and build rapport with community members to encourage use of your services when needed.

Materials:

  • Access to 2-3 smartphones, tablets, or desktop/laptops with
    • Internet connection (necessary for all)
    • Camera (necessary for 1 of the devices)
    • Microphone (necessary for 1 of the devices)
  • Two phone or tablet stands (suggested if you are using these devices, rather than having to hold or prop up the device)

Beforehand:

  • Determine 3-5 staff members who will be involved in the discussion.
    • Two facilitators - their role is to lead the conversation, respond to audience questions, and move the conversation forward
      • Facilitator A must be given access to your organization’s Facebook page
      • Facilitator B at least needs a personal profile, unless they’ll be on camera with the other Facilitator B (in person).
      • Both people must have camera and microphone capabilities, via a mobile phone, desktop/laptop, or tablet, unless they’ll be on camera together in person.
      • Two is best because there can be dialogue between them and with the audience. Unfortunately, Facebook limits the amount of people on camera in a Live event to two. If you have a Zoom Pro account, feel free to contact us at communications@oaesv.org for help going live from Zoom.
    • Two moderators - their role is to watch the comments and respond to tech needs, questions about what is happening, etc. Moderating using a laptop might be easier than doing so on a phone, but both are possible.
      • The moderators will be logged in to their personal accounts or into the organization page. For help, contact us at communications@oaesv.org.
      • Moderators should also keep track of questions that come through the comments. The comments can get buried and become hard for the facilitators to navigate back to after more comments are submitted. Keep these in a Google doc like this one so that the facilitators can see them in real time as they’re added by the moderators. If facilitators are broadcasting with their phone, they can communicate with moderators through their laptop or desktop, and vice versa.
    • One advocate to address disclosures, or someone staffing your hotline. Create a plan for if this happens, keeping safety and anonymity in mind. We suggest adding a comment during your event containing your 24/7 helpline number, and pinning it to the top of the comment board. This allows the person in need to be in control of communication with you.
  • Plan a time to go live. Choose a time when many people could participate, such as around lunch time or after dinner. Consider doing a series of these where you vary the time to include more audience members.
  • Request an interpreter for your event to enhance accessibility. In addition, you can schedule a person to type live closed captioning during your event. Facebook will also add subtitles after your event is over and the recording is posted. 
    • If you’re able to obtain an interpreter, you should move to one facilitator rather than two, or, safely while following social distancing measures, the two facilitators could share one device and camera (switching half way or moving the camera farther away to fit both in frame - make sure you aren’t too far from the mic though). This is because Facebook limits the number of cameras that can be shown in a Live to two. One of those spaces needs to be reserved for an interpreter.
      • There are other workarounds for this using additional software, such as Zoom Pro. Reach out to communications@oaesv.org if you want to explore this together.
  • Use this graphic template and suggested caption to announce your event about 1-2 weeks prior. Remind your followers the morning of your broadcast by asking staff to share on their personal pages or to comment on the post.
  • Invite the audience to submit questions ahead of time (to a specific email or via Facebook messenger). This will help to moderate the questions and help you prepare. Consider using a Google Form like this one
  • Prepare 5-7 questions in case submissions are low; here are some suggestions. Focus on your services, how you help people, how to connect with you, and any other topics as you see fit.
    • Who uses your services?
    • What services do you offer?
    • How do I get help from you if I need it?
    • What are your jobs (facilitators answer re: their role at the org)?
    • How are you funded?
    • Are there other orgs like yours in our county?

At the time of the event:

  1. Set up your device. We suggest muting all notifications and putting your device on Do Not Disturb mode. If using a phone or tablet, keep in mind you will need to keep it in portrait (vertical) mode, rather than turning your phone landscape.
  2. About 10 minutes before your event, the staff member with access to the organization page (Facilitator A) should log in and follow these instructions:
    1. For mobile or tablet
    2. For desktop/laptop, or
  3. When the Interpreter or Facilitator B (whoever is going to be the second person on screen), is logged into their Facebook account, Facilitator A follows these instructions:
    1. Tap the ‘Live’ icon at the top of News Feed of your profile or Page (you are live once you do this so be prepared. Even if nobody is watching yet, you can say something like, ‘hi everyone! Welcome to our Ask Us Anything discussion. I’m going to invite [name and role] to join us on camer
    2. Tap the ‘Live With’ icon at the bottom of the screen
    3. Select the person you want to invite from the list of viewers and tap ‘Add’
  4. Welcome your viewers again. Explain why you’re going live and invite them to put their questions in the comments. As soon as possible, explain your mandated reporting responsibilities and note that any disclosures in the comments would not be confidential.
  5. You can start by asking them “if you know what we do here at [org name] please put it in the comments.” After this, explain what you do and the services you offer.
  6. Alternate between questions from the comments and questions that were submitted prior (or your prepared questions).
  • Some engagement tips to consider during your broadcast:
    • Facilitators and Moderators can say hello to commenters by name and reply to their comments.
    • Moderators can pin great comments to the top of the chat.
  1. Wrap-Up. Thank the viewers and let them know if you’ll be posting the recording of the discussion. Let them know again how to contact your organization and where they can find more resources. Ask them to complete the survey/evaluation, and add the link for it to the comments.

Afterward:

  • Review views, comments, and other engagements to see how many people you reached
  • Follow up on any questions you weren’t able to get to by posting the answers later or sending a message to the person who asked
  • Download the video recording for your records
  • Re-share the recording later, or tag some people you think might be interested, to reach even more people
  • Review the survey responses from viewers and determine follow up steps
Escape