Hosting Your Breakout Session

Your GovBrief hosted Breakout Session is your platform to reach hundreds of decision makers, establish yourself as the subject matter expert (aka SME) and gather information on where your audience is in  decision making. Your Breakout Session includes a GovBrief host to kick off your session and a producer to help you manage interactive polls and personal interaction with your attendees.  Gold and Platinum sponsors will have a dedicated GovBrief host throughout the presentation to provide an added level of professional engagement, manage attendee questions, dialog, and even levity. All attendee questions, poll responses and requests for more information will be provided in a report following your session. Your session will also be recorded and a finalized video will be produced so you can use it for your marketing efforts. In addition, attendee contact information will be provided in a comprehensive report so you can effectively follow-up with hot prospects and develop relationships that will become your best federal clients.

Preparing for Your Breakout Session

Check and Increase your internet speed to the highest your provider will get you.  Some areas are up to gigabit speed. Anything above 10MB should work (test here https://www.speedtest.net/) and we recommend you tell your co-domesticators (aka your kids) to lay off the live games and video streaming while you are in your session. 

We highly recommend you connect directly to your modem or router via ethernet cable. You might need a usb to ethernet dongle or dock and yes, it is a little inconvenient, but it removes one obstacle of connectivity if your wireless cannot deliver the bandwidth.

Your Breakout Session will ba managed by GovBrief and accessed and via GoToWebinar. You will need to Download GoToMeeting and install the app on your computer.

Need help?

Please contact Global Customer Support at 1 888 259 8414 (direct dial +1 805 617 7002), or visit GoToMeeting’s online support center at http://support.gotomeeting.com

You can use your laptop, but if you can get decent webcam like the Logitech C920 series you can make adjustments and provide a better video experience. Normally you can pick one up for less than $75 (https://www.bhphotovideo.com/c/product/1461727-REG/logitech_960_001257_c920s_hd_pro_webcam.html) but with the crazy virtual craze, they are going for $250+ right now.

Consider getting a USB mics. I use the Blue Yeti and for about $130 (https://www.bhphotovideo.com/c/product/857749-REG/Blue_YETI_Yeti_Multi_Pattern_USB_Microphone.html), it does the trick. Blue has the Snowball for around $50 and it works well too. The cool thing about the Yeti is you control audio input level and headphone level right on the mic.

If you are running from a laptop, use your ear pods and a mic so you can restrict some of the background noise.

Lighting really matters. Position yourself where you have a good lighting source on your face. If you are in front of a window, you are going to look like a silhouette.
null Ask people how your lighting looks and make sure you try different things, even grabbing a desk lamp (or two) and point them at your face.

If you can, pick up a few LED panels and stands so you can position the lights and even light your background.

They are pretty cheap, I got mine for under $350 and they have a ton of brightness and temperature controls. (https://www.bhphotovideo.com/c/product/1492249-REG/gvm_800d_rgb_3l_800d_rgb_led_video_studio.html)

Everyone will be looking around behind you so be aware of your background and make sure it looks good and relays what you are interested in. It is always great to see family pics, books and company logos.

Set up the camera so it is eye level. Looking up your nose (as attractive as that might be) probably isn’t your best look and neither is looking down on your bald spot… Set your laptop or webcam at as close to eye level as possible. If you need to, grab some books and raise the computer up so the camera is at eye level. Make sure it is stable so if you have to type, you can!

If you want to know what people expect from experts, take a look at how they dress on CNN, Fox News or ESPN. Never underestimate the power of a nice tie and sport coat. You can have your personality but better dressed people get more respect. Nice logo’d apparel works well too. 

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Show Time - How GovBrief Works

GovBrief Recommended Presentation Approach

  • Initiatives & Regulations
  • Key Issues Facing Agencies
  • Your Solutions/Best Practices for Maintaining meeting agency needs
  • Q&A
  • Recommended Action Steps
  • Procurement Options
  • Additional Resources
  • Closing Remarks & Drive to vBooth

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As a featured sponsor you are required to have giveaways that do not exceed $25 because they are legal for federal employees and they are best way to keep people engaged and make you look good.  Look at it this way… You are saving hundreds if not thousands on hotel and travel – put that money into your giveaways so people remember you!

What giveaways work? Anything and the more the better… Want ideas?

Books on Amazon (send as a gift)
Starbucks gift cards
Other gift cards

IMPORTANT: If you have physical giveaways (like trade show promotions) you will receive instructions where to send them so they can be sent to attendees in the vFedCon grab bag.

1/2 hour before your session starts, your GovBrief producer will help you dial in your lighting, video, camera position and audio. Once that is done he or she will provide a quick run through of your presentation and GovBrief best practices. At five minutes prior, your GovBrief host will join your session to review the introduction and kick off of your session. Shortly before session start time, your GovBrief host will start your session and provide friendly banter for the attendees that showed up early.

Remember where the camera is and imagine that is the eyes of the person you are talking to. This takes practice but really makes a difference. If you have to look at your screen while talking, practice glancing down and returning your eye to the camera. Put the other people’s video feeds or your presentation towards the top of your screen if you can. This will help you look more into the camera when they are talking. Not perfect, but hey, we are all in an imperfect situation right now anyway!

A boring trade show booth or death by PowerPoint doesn’t have to be you! This whole lockdown thing has a lot of people on edge and you can help facilitate making the best of the circumstances. Getting close to the camera, making funny faces, doing disappearing acts and just plain cracking up transmits well in the virtual environment.  Be real and act as if the people you are meeting are friends already… 

You will have a professional GovBrief host to introduce you, your company and kick off the session. Gold and Platinum sponsors will have a dedicated host throughout the session to provide structure, levity and help you manage your attendee interaction.

Your GovBrief session includes up to 4 digital handouts. We recommend one of your handouts be your company’s one page capabilities with past performance in PDF format. The other handouts can be supporting documents like government initiatives/issues/problems for which you are featuring in your presentation. Gold and Platinum sponsors includes GovBrief presentation assistance with initiative research.

Your GovBrief Breakout Session includes polls that can be launched during your presentation. Polls are extremely valuable tolls in qualifying your attendees decision making authority, pain points, budget and buying motives. Polls take about 45 seconds to execute so we recommend a maximum of 3 polls for Silver, 4 polls for Gold and 5 polls for Platinum sponsors. 

Every breakout session will have a Q&A time at the end where you can engage your attendees. Your GovBrief host (Platinum & Gold) or session assistant (Silver) will help you manage questions and attendee interaction (like unmuting and muting).

5 minutes prior to the end of your session your GovBrief host or session assistant will start the countdown for shutting down the session and transitioning attendees to the next session while encouraging everyone to continue the conversation personally with you in your vBooth. At 30 seconds before the clock strikes the last second, your Breakout Session will shut down.

Once your session is done we encourage you to jump right into your vBooth to continue the conversation with everyone you have impressed during your breakout session. Remember, the vBooth operates a little differently than the breakout session so make sure you review all of the controls!

Following your session your account page will be updated with attendee contact information, answers to polls, questions chats and comments.  You can use this information for proactive follow-up campaigns and continued relationship development.

Your participation as a sponsor entitles you to access isiFederal Business Development Roundtables held every Monday at 10AM and 2PM EST. Here you will be able to discuss follow-up tactics, challenges, review issues and share success stories.  We are all in this together… There is a LOT of money out there that needs to be spent and we want your sponsorship to be the BEST event investment ever!

Post Session

Following your session your presentation and video will be packaged in GovBrief’s professional format that includes your session topic and contact information. Your session will be uploaded to YouTube and featured in the event follow-up materials. Your video can be used for your marketing materials as well.

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We want vFedCon attendees to remember sponsors and vendors. vFedCon will be assembling physical giveaways that will be sent after vFedCon. All giveaways must be received within 3 days of the event to be included in the grab bag.

Following your session your account page will be updated with attendee contact information, answers to polls, questions chats and comments.  You can use this information for proactive follow-up campaigns and continued relationship development.

vFedCon will be providing follow-up emails with links to your finished video and handouts that you made available during your presentation. Your sponsorship of this event will also be prominently displayed throughout the post event marketing materials.

Your participation as a sponsor entitles you to access isiFederal Business Development Round Tables held every Monday at 10AM and 2PM EST. Here you will be able to discuss follow-up tactics, challenges, review issues and share success stories.  We are all in this together… There is a LOT of money out there that needs to be spent and we want your sponsorship to be the BEST event investment ever!