To go off smoothly and professionally, live web conferencing requires the same level of planning that any other production would. Planning helps ensure that the conference won't drag on past an hour or two, tiring out participants - no matter how exciting the material you have to cover.
There is also an element of anticipation to live web conferencing because it is, after all, live. You don't have time for re-do's and don't have access to a backspace key. Planning ahead and paying close attention to details will help you put together a successful production and reduce some of the anxiety.
Planning Live Web Conferencing
Several steps should be taken during the planning process for your live web conference. Tackling each step separately, taking the time to make sure that each one is as perfect for production as you can possibly make it, allows you to catch mistakes long before they happen.
Prepare the Agenda
When hosting any sort of meeting, an agenda is a useful tool that keeps everything running on track and lets participants know from the beginning what they can expect to be involved in. This is the same step to tackle first when planning live web conferencing. Prepare the agenda as an outline of the meeting, with space for extra information left in each spot. Then, once the outline is prepared, go back through the agenda and list items needed for the conference like graphic aids, handouts, educational material, audio/video extras, and anything else that you'll need readily available during that portion of the conference. If the conference will include key speakers, you'll also want to include a seating diagram that specifies which seats participants should fill in order to minimize confusion when the time comes for a key speaker to have their say.
IT Planning
With your agenda in hand, work closely with your IT department or the support staff from the web conferencing service you're using to make sure that all equipment necessary for your conference is in proper working condition. Indicate the seating arrangements so that plans can be made for microphones to be placed - and ready to work - where required. This step will need some follow-through and you should plan a "test" with the IT department on hand to make sure that everything's running as it should be. In particular, test the video link before the conference - nothing is worse than a faulty connection undiscovered until the date of the conference.
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Prepare the Participants
This step will actually be the most involved one, that should actually be taken in phases. First, give notice to all required participants early. Send out a memo that informs participants of the date and time of the video conference, and note the type of dress you require (often, to keep things looking uniform, conference hosts will require that every participant dress in specific shades of color) - ask them to avoid dressing too light or too dark. Next, prepare a questionnaire that can be given to each participant in advance. This allows them to take some time formulating answers to your most likely questions before the conference itself, helping to keep the flow of conversation smooth and uninterrupted.
Finally, on the day of the event, assemble the participants early. Gather them into their seats at least fifteen minutes before the conference begins, giving them time to get settled and allow yourself time to hand out required materials or announce any last-minute reminders and instructions before the meeting starts. Once you've and your employees get use to live web conferencing, the company will be able to use on demand web conferencing on shorter notice.
Find the right provider
Most small businesses use a web conferencing service to provide the technology and run the online side of the event. To find the best service for your live web conference, try BuyerZone's free web conferencing quote request service and we'll connect you to up to 6 qualified providers.
