This guide you fill find instructions on how IT helpdesk can help users organize an event (e.g. conference, doctoral thesis defense, etc.). Unlike the intranet guide, the focus here is on technical support and specific procedures that the intranet guide does not cover.

You can find a detailed overview of what to consider when planning an event on the intranet here: Organizing conferences and other events (in Estonian)

Event needs assessment

Before planning, find out:

• Does the event need to be recorded?
• Will the event participants be both on-site and online (hybrid)?
• Does the selected room meet the technical requirements? See the space's technical information in the Using Presentation Technology guide (in Estonian)
  • For more complex spaces (e.g., a lobby, a white hall, or circular auditoriums), assess whether it is necessary to involve visual media services (see Ordering Visual Media Service) or external partners.

Platform selection

• Easy level up to 300 participants (Zoom or Teams meeting):
  • Use this option if it is a smaller discussion, work meeting or internal information exchange. All participants can speak freely and share the screen.
  • Medium level up to 1000 participants (Zoom webinar):
• If you want to give a presentation to a larger audience where only certain people will speak, choose Zoom webinar.
  • NB! Webinar must be booked in advance - to do this, create a ticket: Order equipment or software.
• Complex level up to 10,000 participants (Zoom events or Teams live event):
  • Use these solutions if you are planning a larger public event. This requires prior preparation: speakers, moderators and participant roles must be assigned.
  • NB! Zoom Events must be booked in advance - to do this, create a ticket: Order equipment or software.

Always choose the simplest possible option that meets the purpose of the event. The more complex the format, the more time and technical support is needed for preparation and implementation.

Technical preparation and rehearsal before the event

• Organize a technical rehearsal at least a week before the event. This will help you anticipate potential technical issues and ensure that all necessary software and equipment are working as expected.

• Practice the entire technical setup of the event in the same room as the event.

  • It is a good practice to organize at least one test meeting or demo presentation where all presenters can test their equipment and connections beforehand.

• Train local assistants who can connect presentation equipment, share screens, and resolve simple technical issues.

In case of problems

If you experience a technical problem before or during the event:

• Call or have someone on site call the IT helpdesk phone number number +372 737 5500 (short code 5500) immediately.
  • Help over the phone is often faster than coming to the site.

More information