Meeting organizers around the globe are making contingencies in response to the outbreak of coronavirus COVID-19. One viable alternative is virtual meetings.
In order to preserve an organization’s significant investment in programming, content and marketing, many organizers are leveraging technology to livestream and to inter-connect regional and local meetings which allow the event to take place in virtual form.
As VP of association sales with event technology and solutions provider PRG, I help companies and organizations either incorporate the virtual realm into their overall plans or shift the physical meeting to a vertical one. Here are some things that planners need to know about virtual meetings and livestreaming.
Virtual Is a Service that Organizers Need
Livestreaming is the digital service that event organizers need to consider during planning as it delivers meeting content to anyone with a screen, anywhere on the globe. Livestreaming is not just for contingency planning due to a global health issue or for virtual-only events, but should be considered for traditional events. For example, livestreaming can save the day if an executive who is scheduled to speak is called away; he or she can still give that keynote. It could also ensure broader attendance in the event of travel budget cuts or schedule conflicts.
It’s Suited for All Meetings
Livestreaming is agile and suitable for meetings, conferences, online events, executive communications, town halls, trainings and more. It accommodates any type of content including presentations, video and panel discussions. Further, the player is fully customizable to reflect an organization’s branding, content and other messaging. The technology can keep the event private. In the event presenters don’t want their speech and content to be available for open consumption, livestreaming has the capability for custom registration and single sign-on protection. It also offers secure access and organizers can control attendance for both live and on-demand viewing.
Interactive Viewer Experience
Livestreaming offers an excellent viewer experience. It is platform agnosticism so remote participants can join on any device or screen. Those tuning in remotely can get the full experience by seeing speakers and content on their screen. Further, there is interactivity with the ability to add features like live chats and polling or text-based question modules which allows remote attendees to submit questions. This two-way engagement gives organizers the ability to capture audience questions and comments from remote viewers in order to deepen their participation. Beyond that, the virtual experience is user controlled meaning they can jump into the meeting real-time or on-demand as well as have rewind and playback flexibility.
Considerations
Livestreaming goes way beyond just setting up a camera broadcasting it. Planners need to consider points of content origination and distribution; where are the presenters and the audience? Does the provider have global capabilities to stream to limitless screens? Beyond networking, livestreamed meetings need cameras, monitors, LED, audio, lighting and scenic elements. And of course, what might be most critical for a successful event, the experts and crews to manage all this.
Final Thoughts
Even when your executives, speakers and attendees can’t come together in person, you can still achieve the important goals set for your meeting by leveraging the services of a trusted technology partner.
