{"id":10177,"date":"2020-04-02T21:29:00","date_gmt":"2020-04-03T03:29:00","guid":{"rendered":"https:\/\/altethos.com\/?p=10177"},"modified":"2021-11-18T04:14:49","modified_gmt":"2021-11-18T11:14:49","slug":"8-things-to-do-in-advance-to-make-video-conferencing-a-breeze","status":"publish","type":"post","link":"https:\/\/altethos.com\/8-things-to-do-in-advance-to-make-video-conferencing-a-breeze\/","title":{"rendered":"\u00a08 Things To Do In Advance To Make Video Conferencing A Breeze"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Since coronavirus was declared a pandemic, the phrase \u201cJust another day at the office\u201d has taken on a whole new meaning. When nationwide social distancing was put into place, millions of face-to-face events and meetings were canceled or postponed.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Thankfully, video conferencing makes it possible to stay connected in work and in life without risking the health of yourself or others. Make virtual conferencing a breeze for your audience with Alt Ethos\u2019 8 things you can do in advance that will make the transition to virtual conferencing easier.<\/span><\/p>\n<p><b>1. Choose a Platform<\/b><\/p>\n<p><span style=\"font-weight: 400;\">There are a number of video conferencing applications out there, and not all are created equal. FaceTime and Messenger are great for chatting person-to-person, but when it comes to virtual events and conferences, you will need more capabilities and features. Consider the following when choosing which platform to use:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">How many people will be in the meeting?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Is it an interactive meeting or more one-sided?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Will you need screen share capabilities or other multimedia features?<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What are your tech needs in terms of sound and lighting?<\/span><\/li>\n<\/ul>\n<p><b>2. Set Expectations Ahead of Time<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Have you ever walked into an event or meeting expecting one thing and come out having experienced something entirely different? That can easily happen with video conferences too, and it\u2019s not an experience you want to give your attendees. Set the tone for smooth interactions online before attendees sign up by clearly outlining:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Which platform the event or meeting will be held. Is there a capacity limit or deadline for signing up?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What their role in the virtual conference will be. Is it an interactive session where they\u2019ll need to be ready to provide feedback and commentary?\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">What level of engagement you expect from them. Will they need to show up with video on, or is audio only okay?<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>3. Create a Workable Agenda<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Because everything is virtual, it\u2019s tempting to think you can pack more in a short window of time. Resist the urge, says Jeff Cobb of Leading Learning in his article \u201c12 Tips for a Successful Virtual Conference\u201d.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cThe brain can only absorb what the butt can endure. Shorter is often better for sessions. And don\u2019t forget to build in breaks\u2014attendees will appreciate 15 minutes to check voicemail and e-mail and address other needs. Even in the virtual world, people have to go to the bathroom.\u201d\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>4. Prep Your Attendees<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Once your attendees have signed up, you\u2019ll need to let them know some basic information about the virtual sessions. what you\u2019ll be discussing, who will be there, and what they can do ahead of time to be ready for the meeting. Send out an email with a basic outline of the virtual session. Don\u2019t forget to tell them if there\u2019s anything they\u2019ll want to have on hand to help them get the most out of the session, like a notebook and pen.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>5. Be Available to Answer Questions<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Virtual conferencing is going to be a new experience for some. The more education and answers you can provide BEFORE the conference call or virtual event starts, the less you\u2019ll have to provide during the actual event.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">\u201cFolks will be more likely to pay\u2014whether for a big-ticket sponsorship or a simple registration\u2014if they can see for themselves what the virtual conference will be like,\u201d said Cobb. Make a screen share video with step-by-step instructions on how to sign up for and install the video conference app you\u2019ll be using, and plan to have extra tech support available to answer questions. Designate a specific email, messenger chatbot, or phone line for questions.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>6. Do a Trial Run<\/b><\/p>\n<p><span style=\"font-weight: 400;\">If you have staff, speakers, or sponsors who will also be involved in the online event, spend time before the event putting resources in place so they feel comfortable and ready to do their part when the time comes.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Consider giving speakers and sponsors a free pass to test out the platform ahead of time, and don\u2019t be afraid to do a trial run or two. You can\u2019t always troubleshoot issues if you don\u2019t know what issues to look for. A trial run will give you a chance to identify any bumps that need to be smoothed over.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">The more prepared your staff is, the less stressed you\u2019ll be. Run some contingency plans for customer service issues and create clear guidelines for how staff can help with things like Q&amp;As and breakout sessions.\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>7. Don\u2019t Forget the Reminder<\/b><\/p>\n<p><span style=\"font-weight: 400;\">People are busy, so a virtual event is appealing for many reasons outside of the current health situation. No making travel plans, packing, hotels, or flights. For the attendees, not having to do all the physical planning and prep for an in-person event can make it easy to forget to show up. You\u2019ll need to remind them.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">There are several ways to remind your registered attendees. We recommend sending out email or text reminders. Cobb suggests sending reminders a week before, one day before, and the day of the event. You could also create an exclusive group on social media to hype the event. Only registered attendees can join, and you can drop video teasers, downloadable resources, Live video, and more to keep attendees engaged and excited.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">No matter how you choose to keep the virtual event top of mind for your attendees, always make sure to include all the pertinent information about how to access the conference and where to go for help.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>8. Outline Virtual Etiquette Guidelines<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Once you have everyone live in the session, you\u2019ll want to set the tone. Virtual conferencing is a new world for a lot of people. Don\u2019t assume everyone understands good etiquette when it comes to online meetings and events. Let them know how they can do things like:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Ask or send questions without interrupting<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Stay engaged with the content<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Respect other attendees and the speakers by muting their microphones when there\u2019s background noise<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Access supplemental content like side decks and PDF documents<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Request help with technical issues<\/span><\/li>\n<\/ul>\n<p>&nbsp;<\/p>\n<p><b>Enjoy Your Virtual Conferencing Event<\/b><\/p>\n<p><span style=\"font-weight: 400;\">The better prepared you are before your event, the more relaxed and engaged you can be during the event. These tips give you guidelines on things you can do ahead of time that will not only help you but your staff, speakers, sponsors, and attendees.<\/span><\/p>\n<p>&nbsp;<\/p>\n<p><b>Learn More About Alt Ethos<\/b><\/p>\n<p><span style=\"font-weight: 400;\">Want to create your own unique and memorable virtual conference or workshop experience but not sure where to start? We can help! <\/span><span style=\"font-weight: 400;\">Visit us at <\/span><a href=\"https:\/\/altethos.com\"><span style=\"font-weight: 400;\">www.altethos.com<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h3><\/h3>\n<p><b>References<\/b><\/p>\n<p><i><span style=\"font-weight: 400;\">Video Conferencing<\/span><\/i><span style=\"font-weight: 400;\">. Stanford University.<\/span> <a href=\"https:\/\/uit.stanford.edu\/videoconferencing\/best-practices\"><span style=\"font-weight: 400;\">https:\/\/uit.stanford.edu\/videoconferencing\/best-practices<\/span><\/a><span style=\"font-weight: 400;\">. <\/span><span style=\"font-weight: 400;\">March 8, 2019.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Cobb, Jeff. \u201c12 Tips for a Successful Virtual Conference\u201d. Leading Learning. <\/span><a href=\"https:\/\/www.leadinglearning.com\/virtual-conference-tips\/\"><span style=\"font-weight: 400;\">https:\/\/www.leadinglearning.com\/virtual-conference-tips\/<\/span><\/a><span style=\"font-weight: 400;\">\u00a0<\/span><\/p>\n<p>&nbsp;<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Since coronavirus was declared a pandemic, the phrase \u201cJust another day at the office\u201d has taken on a whole new meaning. When nationwide social distancing was put into place, millions of face-to-face events and meetings were canceled or postponed. Thankfully, video conferencing makes it possible to stay connected in work and in life without risking [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":10179,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","content-type":"","_monsterinsights_skip_tracking":false,"_monsterinsights_sitenote_active":false,"_monsterinsights_sitenote_note":"","_monsterinsights_sitenote_category":0,"footnotes":""},"categories":[554,762,553,550,761],"tags":[419,769,766,421,191,767,768,770,763,771,764,491,765],"class_list":["post-10177","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-design-services","category-how-to","category-mixed-reality","category-virtual-reality","category-virtual-worlds","tag-alt-ethos","tag-digital-attendees","tag-digital-conference","tag-experiential-design","tag-how-to-2","tag-how-to-digital-conference","tag-how-to-webinar","tag-safe-meetings","tag-video-conference","tag-video-meeting","tag-virtual-events","tag-virtual-reality","tag-virtual-worlds"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v23.8 (Yoast SEO v23.9) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>\u00a08 Things To Do In Advance To Make Video Conferencing A Breeze - Alt Ethos<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/altethos.com\/8-things-to-do-in-advance-to-make-video-conferencing-a-breeze\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"\u00a08 Things To Do In Advance To Make Video Conferencing A Breeze\" \/>\n<meta property=\"og:description\" content=\"Since coronavirus was declared a pandemic, the phrase \u201cJust another day at the office\u201d has taken on a whole new meaning. 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