Video conferencing has become an almost daily occurrence for many of us in recent months. Why not take this digital zeitgeist a step further and also organise larger events and meetings online? Important here: the right tools and good preparation.
The Corona pandemic has accelerated a digital development that was already underway and which will also change our everyday working lives in the long term. More and more typical face-to-face events, such as company meetings, product presentations and the like, are now taking place online - webinars are also becoming increasingly popular. However, organising larger online events is clearly different from convening and conducting a video meeting with a few participants.
The common tools for video conferencing - from Zoom to Skype to Microsoft Teams Meeting - are only designed for a limited number of participants at the same time. Moreover, the applications are designed for all participants to communicate and collaborate with each other. For an online event, such as a product presentation, it often makes more sense for the proceedings to be based on the analogue format: one or more speakers present, simultaneous translation is provided, multiple tracks run simultaneously, etc.
How can this be implemented in practice? If you are already working with Microsoft Teams, you can also use the functions around "Live Events" without incurring any further costs. This immediately provides you with a powerful tool for the implementation of online meetings and online events with up to 10,000 participants (with the Advanced Communication License even for up to 20,000 participants). We would like to give you an overview of the most important functions, technical requirements and helpful tips for the organisation.
Even if the event, meeting or product presentation takes place online, it should be well planned and organised as professionally as possible - especially if (potential) customers and business partners are taking part. This includes thinking about a detailed schedule in advance and appointing a moderator and a directing team. Which speakers are to speak and where is suitable technology available for them? A good camera, an equally high-quality microphone and a fast network connection are essential for a good presentation. Some technical finesses must be added: for example, background images must be created in advance and presentations must be prepared for sharing. A dress rehearsal in advance is recommended.
With a director's schedule, the directing team ensures an orderly and well-timed sequence of events: When does who have to be connected or muted, when is which presentation faded in and how is it ensured that the moderator can directly access questions from the auditorium. And finally: remember to invite the potential participants in good time - not simply with a brief information as at a meeting, but with a professionally formulated invitation that also contains all the necessary technical information for access. After all, a high-quality online event can well replace an analogue event and proves that you think and work in a contemporary way.
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