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Category: Virtual Meetings

virtual meeting and webinars

Virtual Streaming Webinars, Meetings, and Conventions

Virtual events can be finicky. The audio might be too soft or the videos might buffer or you might just notice problems with people being able to listen or participate. As the host of a webinar, meeting or convention, it’s up to you to make sure it’s successful. Read on to make sure that you’ve managed everything proactively and that you’re not dealing with any downtime.

How to Ensure a Successful Event for Virtual Streaming Webinars

Before you start, you’ll want to make sure that you have the technological requirements to keep your event running in the long term. This means having the right power, strong internet, and a place to back up your recordings. Only once you’ve checked your technology can you try to add other aspects to make your event all the more engaging.

Keep an Eye on your Power

First off, keep an eye on your power supply and power redundancy. Power redundancy is all about making sure that everything is plugged in to Uninterruptible Power Supply (UPS) units, which will protect your equipment against any possible power spikes.

Beyond this though, you’ll want to have a dedicated generator that will keep your event ongoing in the case of extreme weather. Test your power and make sure that you can support a virtual event, even if you’re not in an area that might get hit hard by the weather. It’s never a bad idea to be prepared with your power supply.

Your Bandwidth

You don’t want to be in the middle of your meeting when your internet goes out, which is why you’ll want to make sure that you have internet connections prepared in your home, streaming studios, or venues.

Always make sure that you have a backup internet connection in case that your internet does go out, and have a fiber-based option, DSL or Coax, just in case you find that the wireless doesn’t work.

Backups and Recordings

You’ll want to record your webinars for future usage or for members who weren’t able to be at the live event. This means setting up this recording feature on your own technology, or working with a company like GSE AV to ensure that your meeting is right at your fingertips at the end of your event.

These recordings can be stored for up to 60 days or more with some companies, so you’ll have time to gather your information.

Personnel

You may want to consider working with a company like GSE AV if you want two streaming managers to help your project along. With them there, you’ll never have to struggle with sudden outages or problems—you’ll always have the knowledge right at your fingertips.

Of course, even if you work on your own, do always make sure that you have someone there that can understand the technology. This is the best way to ensure that you don’t experience any issues with outages.

Make Your Event Successful

Beyond all of the technical requirements to ensure a successful event, you’ll want to work to actually make your event engaging.

Nowadays, it’s really simple to do this using social media. Live tweet your event or add stories to share tutorials, videos, special effects, and more. Make your event fun—you don’t only have to stick to a strict corporate feel.

You can do this just by thinking about what message you want to get across, who your audience is, and how you think you’ll get the most amount of people to participate. This includes checking how inclusive your event is, and adding in captions, descriptions, and color contrast to make sure that everyone can participate.

Conclusion

There’s a lot that goes into a virtual event, from your technology set up to the actual event itself. If you want a successful event though, you’ll spend some time checking on your technology as you promote your event, send out tweets, and prepare your information. By the time your event starts, you’ll be ready to make it a good one. For more information on Orlando Convention AV Rental, contact us today!

Tips for Getting the Most Out of a Virtual Conference

Tips for Getting the Most Out of a Virtual Conference

With the rise of digitization, so much has changed around us. Even things like a virtual trade show is on the rise now and how we work hasn’t been exempted. Work meetings are being held online through messages, calls and video calls via platforms like Slack and Zoom. Going virtual has been the solution to most who are working from home. If you’re new to virtual conferences or feel rather unfamiliar with them, there are some tips to get the most out of your experience.

Way to Get the Most Out of a Virtual Conference

Things to do before the meeting

Organize your schedule

Plan ahead and determine what you need to get the most out of the meeting. Review and select topics and questions you might need to ask in advance.

Confirm contact details

Check whether the contact details provided are correct. Ensure that your full name and contact info like your phone number or email that you used for your registration are correct. This will enable the other participants to get in touch with you.

Find out if you’ll need to take notes

Get in contact with the presenters in advance and find out if the sessions will be recorded or if they’ll be sending notes. Just to be safe, you should prepare your notebook so that you can note down the important points.

Prioritize your time

You need to make the best use out of the meeting and therefore, you need to set up early. Set up a calendar and reminders to ensure that you don’t miss the sessions or any important topic.

Minimize distractions

Allocate some quiet space so you can focus on the virtual conference. The best would be a place that is quiet where nobody would cause you any disturbance. This will prevent you from being interrupted by noise or people.

Make sure your computer is ready

Check your computer to ensure that it’s working perfectly and you have all the applications you need. Check all the applications for recent updates. Also, learn more about the tools and familiarize yourself with them. Test your audio and video to ensure that they are working and have a strong wifi connection. The best would be to use a laptop and not a smartphone.

Dress well

While you can attend the entire meeting in any kind of clothes since it’s done virtually, it’s still important to look professional. It might be less formal compared to how you would dress when attending an in-person conference, but you still need to dress appropriately. Remember that you still need to make a good impression even on camera.

Things to do during the meeting

Avoid distractions

Remember to switch off your phone and even put a “Do Not Disturb” sign on your door, especially if you’ll be attending the meeting from home.

Be present

You might not be in the same room with the speaker, but try to be present and pay attention. Don’t multitask by doing other activities during the meeting. Allocate the time for the conference to get the most out of the session.

Be an active participant

Actively participate by discussing and sharing ideas with other participants. Ask questions during the meeting and utilize the tools such as live chats to connect. You can schedule a session to debrief your team after the time of the meeting and share what you learned. The discussion will be beneficial both for you as well as everyone else.

Things to do after the meeting

Watch or listen to replays

Most virtual conference sessions are recorded and available for later viewing. If there are any replays or notes given after the meeting, watch and listen to them. They may help you catch up and learn more about something you may have missed.

Conclusion

These are some of the major tips to get the most out of attending a virtual conference. Put these tips into good use as you get ready to connect and enjoy the entire experience from the virtual live sessions.

Best Practices for Virtual Meetings

Best Practices for Virtual Meetings

As technology grows and the need for improved communications increases, many processes such as business meetings are becoming virtual. With it all narrowing down to a camera in front of you, it becomes increasingly obvious you need a better and more professional system for your virtual meetings.

In this guide, we’ve compiled a few tips for improving your virtual meetings. We cover everything from appearance to conducting an emergency meeting to ensure you can conquer it all.

Dress the Part

It’s probably time you put more thought into what you wear on screen. You may not be physically at work, but you are still working with colleagues and employees through a screen.

If you’re at a loss as to what clothing might help you look less washed out, try bright or solid colors that don’t match your wall. It will help you stand out against your background and a bright light won’t make you look too dull.

Small patterns are distracting, so steer away from those no matter how much you like that polka dot shirt. Think business casual and make sure there aren’t any wrinkles visible.

Believe it or not, dressing also includes doing your hair. If you show up with messy bed hair, no suit you wear to your virtual meeting will make you look professional. Be sure to comb your hair or tie it back as you would if you were in the office. This will not only help you look more put together and professional on screen, it will help you feel better.

Get Rid of Background Noise

The first and easiest step to making your home office look more professional is to make sure your bed isn’t in view of the camera. No matter how beautifully made your bed is, it will always make the background distracting or appear unprofessional.

Another way to get rid of background noise is to remove any visible clutter. Loose cords and stray papers can make your workstation look unorganized and chaotic. Make sure nothing that wouldn’t be in your work office is in view. Whether you’re joining the virtual meeting from the kitchen or the downstairs playroom, make sure there’s nothing that could be distracting.

If you really want to spice up your virtual office and make it look more professional, add some art in the background. If you have flowers or a painting you can move, use them to decorate your space. Just make sure not to fill every visible space with something as it will make your workstation look messy again.

Lighting is Everything

Think about what lighting is around when you’re conducting a video meeting. Is it a harsh, white light that might make you look washed out? Or is it a warm light that hardly lights the room well? While you can’t really make drastic changes to lights overhead, you can adjust your location to better fit your lighting needs.

Natural lighting is the best for video calls. If you can find a room that is well-lit by the sun without having to be right by a window, that’s your best option. Make sure the light source isn’t directly behind your head as that can create a shadow on your face, causing your face to appear too dark on screen. The best way to avoid this is by making sure the light is either directly opposite you or coming at the side of your face.

In addition to using natural light, it might be worth it to purchase and LED circle light. Often called “selfie rings”, these lights are used by YouTubers and other video creators to make sure they are well lit while on camera. They are cheaper than a professional lighting kit and work just as well.

By investing a little into your lighting arrangement, you can greatly improve your professional appearance during video conferences.

Use a Quality Laptop, Not Your Phone

Phone cameras these days are pretty impressive, but a shaking screen is not. Using your phone can cause your video screen to shake and make other meeting participants dizzy. Unless you have a high quality setup to guarantee your phone won’t shake, stick with your laptop’s camera. It will remain steady and won’t shake as you conduct or watch a virtual meeting.

Even if your phone camera has never failed you before, don’t risk it. Your laptop has a camera for a reason and your professional self will feel much better without a shaky camera.

Audio is Vital

If your colleagues can’t hear you clearly, it’s difficult to conduct a meeting. It’s vital that your sound works and that there’s not a lag between the time you say something and when it goes through the meeting. Hollow and echoing audio can be a nightmare to deal with, but it’s fairly easy to fix.

First, make sure the room you’re in is carpeted and that the walls aren’t bare. This will help pad the noise and prevent it from bouncing around and making your voice sound hollow. If the only rooms in your house are hardwood or uncarpeted, grab some pillows and blankets. You can use these to fix the room up so your voice doesn’t echo as much. Just lie several pillows around the room and use the blankets as well.

Moving some decorations into the room can also help absorb the sound and provide better sound quality.

Consider a Good Microphone

Your laptop already has a microphone built into it. It probably has decent quality. But if you find yourself having to attend virtual meetings regularly, it might be worthwhile to invest in a proper, quality external microphone. There is no doubt that external mics have way better sound quality. This will enhance your virtual meeting and present you in a more professional light.

Conclusion

As straightforward as virtual meetings may seem, it takes some work to keep them professional. By dressing the part and working in a designated office space, you can feel more like you’re at work than at home. Treat virtual meetings like in-person meetings in every way you can and you’ll find it’s a lot easier to be professional and confident through them.

Now that you have the best practices down, all it takes is finding the best virtual meeting provider available. We can help you make the perfect setup, and bring your entire meeting to life.

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