How to host a web conference


How to host a web conference.

  • Choose the right software. There are dozens of web conferencing tools at your disposal. Each piece of software has its own strengths and weaknesses.
  • Prepare thoroughly for your conference.
  • Locate your webcam.
  • Eliminate your distractions.
  • Engage the audience.

Ten Tips for Hosting a Web Meeting
  1. Make sure you have a wired Internet connection. …
  2. Be familiar with the Web Meeting Application. …
  3. Setup your camera and audio properly. …
  4. Designate a technical assistant. …
  5. Have a notification plan. …
  6. Decide how participants will connect and interact.
  7. If you have several presenters:
May 4, 2018


How to set up a web meeting?

  • Topic : Enter a topic or name for your meeting.
  • Date & Time : Start: Select a date and time for your meeting, but remember you can start your meeting at any time before the scheduled time. …
  • Meeting ID Generate Automatically: Generate a random unique meeting ID. …
  • Security Passcode: Enter a meeting passcode. …

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What is the Best Web conference software?

What is the Best Video Conferencing Software?

  1. Zoho Meeting. Best for delivering presentations and hosting webinars ($10/host/mo). …
  2. GoToMeeting. Best overall video conferencing software ($12 per month). …
  3. RingCentral. Best for team-management and collaboration ($14.99/user/mo). …
  4. ClickMeeting. …
  5. BlueJeans. …
  6. Zoom. …
  7. Skype. …
  8. Cisco Webex Meetings. …
  9. Microsoft Teams. …
  10. …

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How to use WebEx meetings?

  • Use computer audio (default)—Use your computer with a headset or speakers.
  • Call me —Enter a phone number and Webex calls you. Depending on your host’s Webex plan, you may or may not see this option.
  • Call in —If you prefer to use your phone for audio, dial in when the meeting starts. …
  • Don’t connect to audio —Use this option if you don’t need audio. …

How do I join a meeting?

Join a meeting without a Teams account

  • Go to the meeting invite and select Join Microsoft Teams Meeting.
  • That’ll open a web page, where you’ll see two choices: Download the Windows app and Join on the web instead. …
  • Enter your name and choose your audio and video settings. …
  • When you’re ready, hit Join now.
  • This will bring you into the meeting lobby. …

How do I host an online conference?

10 tips for hosting virtual eventsSet clear goals from the start. … Choose the right platform to host your virtual event. … Choose the right time for your event. … Promote your virtual event. … Develop a clear agenda that includes speakers and timeframes. … Include moderators at your event. … Engage your audience. … Prepare to troubleshoot.More items…

How do you host a virtual conference on Zoom?

1:306:38How to run an online event on Zoom – YouTubeYouTubeStart of suggested clipEnd of suggested clipDashboard. Click webinars. And click schedule a webinar. Now type in the title of your conference.MoreDashboard. Click webinars. And click schedule a webinar. Now type in the title of your conference. In the description. You can fill in details about your conference.

Is zoom a web conference?

Zoom is a web conferencing tool that includes a white board, annotation tools, chat, and the ability to share slides or other applications running on your computer. In addition, sessions can be recorded and preserved. Zoom enables you to conduct online conferences, presentations, lectures, meetings, and group chats.

What is the difference between a webinar and a Web conference?

Web meetings enable you conference with individuals and small groups. Web conferencing is basically video conferencing that takes place via the Internet and used by individuals and businesses alike. Webinars are similar to web conferences but are mostly one-way with limited audience interaction.

What’s the difference between Zoom meeting and webinar?

Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance. Webinars are designed so that the host and any designated panelists can share their video, audio and screen. The host can also unmute attendees.

How much does Zoom cost after 40 minutes?

Zoom costs nothing for individual users hosting 40 minute meetings with less than 100 people, but starts from $10/month/user for a phone plan and $14.99/month for video calling.

Is there a time limit on Zoom for 2 participants?

Zoom’s free tier used to allow two participants to stay in a meeting for up to 24 hours. But in May 2022, the company announced it would now be limited to 40 minutes. That’s the same restriction that has always applied for anywhere between three and 100 participants.

How long can I use Zoom for free?

40 minutesOn July 15, 2022, Zoom is changing the meeting duration limit for 1:1 meetings hosted by Basic (free) users on paid accounts to 40 minutes. This change creates a uniform 40-minute meeting duration limit for all meetings hosted by Basic (free) users on all account types.

What is a Web conferencing tool?

Web conferencing is any type of online meeting that involves two or more participants in different locations. These participants could be anywhere in the world. With a reliable internet connection and conferencing software, they can see, talk, and hear each other in real-time.

Can they see you during a webinar?

1) Attendees are not seen or heard in a Webinar – When you attend a Webinar, you should be able to see and hear the presenters. You will not be able to see or hear other attendees and they will not be able to see or hear you.

What is the difference between a webinar and a virtual presentation?

Webinars don’t give attendees many options when it comes to engagement other than a Q&A session or polling. Virtual events offer live questions, break-out sessions, and very unique concepts making it much easier for your attendees to immerse themselves in the event.

How do I set up a zoom event?

How to create an event for your Zoom Events hubSign in to Zoom Events.Click Create.Select Event.Under Create Event for, click the dropdown menu and select the hub that the event will be associated with.(Optional) Click Convert an Existing Zoom Meeting / Webinar to a Zoom Event.More items…•

How do I host a zoom meeting for a large group?

On the Current Plans tab, scroll to Interested in other available products? and click Add to Cart next to Large Meeting. Choose the capacity of the Large Meeting add-on, monthly or annual payments, and the number of licenses you need for your account. Click Save & Continue. Review the changes.

Why should I host a web conference?

You may be asking yourself, “Why should I host a Web conference?” There are plenty of reasons for hosting Web conferences, starting with improved real-time communication, increased efficiency and reduced costs.

What is web conferencing?

Web conferencing programs bring Web page and Internet communication tools together to create an interactive meeting environment, where participants can share documents online and take an active role in a real-time decision-making process. The tools brought together in a Web conferencing program include:

What is VoIP in a conference?

VoIP, or Voice over Internet protocol, is a developing Web conferencing technology. VoIP converts analog audio signals into digital data that can be transmitted over the Internet. Web conferences relied initially on phone lines to connect participants and host so they could interact in real time. Now, however, some companies are using VoIP so that audio communication is simply between computers and without phones.

How much does it cost to host a GoToMeeting?, from Citrix Systems, allows you to organize and host unlimited online meetings with up to 15 participants for $50 per month or $460 per year. The cost includes meeting start-up from e-mail and instant messaging programs, screen sharing, screen drawing tools, chat, attendance reporting, application sharing and desktop meeting recording and playback, and advanced secure-communication architecture.

Do you need a camera for web conferencing?

Web conferencing can require a Web camera.

Is web conferencing still popular?

Web conferencing is still young. Only 30 percent of companies surveyed by Wainhouse Research have any type of teleworking initiatives, with Web conferencing the most common. But companies are realizing its potential.

Can a web conference run smoothly?

No Web conference will run smoothly without adequate planning. Planning a Web conference doesn’t have to be complicated. Think of your Web conference planning as like that for any live presentation — but with some technological considerations thrown in.

How to deliver real value and impact when hosting a virtual conference?

If you want to deliver real value and impact when you host a virtual conference – and, as a result, prime your attendees to return for your next offerings – you need to put effort into “curating” the experience in way that helps bring out the value of the content in much the same way that a well-curated exhibit in a museum greatly enhances the value of the objects on display.

Who is the best promoter for a virtual conference?

Your best promoters for a virtual conference are the people who have a stake in it. This may include presenters, sponsors, exhibitors, and attendees, just to name a few of the more obvious possibilities.

What is content call?

In general, the content call was a way to make sure the presenters had begun actively thinking about their material and that there was enough time for us to help fill any gaps or act on any good ideas that came up.

What are the criticisms of virtual events?

Mix in meaningful social. One of the typical criticisms of virtual events is that you don’t manage to get the same networking and interaction that you do with face-to-face events.

Why are sponsors important?

Finally, a sponsor’s brand can be valuable in helping to bolster your own brand and the credibility of the event which , again, helps to attract attendees.

What do vendors want?

What most vendors want is a well qualified audience – that is a group of people who clearly possess the characteristics of the vendor’s target customers. If you can offer the chance to get in front of such a group, then you can greatly increase the efficiency of the vendor’s sales process – and that is valuable.

What is the best way to differentiate your event as a professional effort?

Providing for clear, competent learner support is one of the main ways you can differentiate your event as a professional effort. And, if you want to position it as a premium offering, you definitely need to provide good support.

How to host an online conference?

To host an online conference, you first need to select your topic and find your speakers. Like your “offline” conference, you need to find a great idea to intrigue your attendees and lead them to registration. However, what you should be careful about is that your conference needs to focus on something specific. For instance, selecting a broad topic that will last for hours may be tiresome for your attendees.

How to call an online conference a success?

To call your online conference a success, you need to know whether it resonated with your attendees or not. Collecting feedback will show you if they found it useful and whether you should improve your conference hosting recipe for the future. Sending a follow-up email with an online survey is the best way to engage with your attendees after your online conference.

Why do we host conferences in 2021?

In 2021, though, conferences are no longer bound by conference halls or meeting rooms. In the age of the internet, you can host an online conference to give your attendees a great experience from the comfort of their own homes.

How long does it take to set up a virtual conference?

Keep in mind that a virtual conference can take days or weeks to set up, so the simpler it is, the faster you’ll manage to organize it.

When you come up with a virtual event idea, what should you do?

So, when you come up with a virtual event idea, try to highlight the value and objectives of your online conference the moment your attendees take a look at it.

Can you use mailing list to promote conference?

But apart from using your mailing list to promote your online conference, you can also leverage the power of social media to reach a bigger audience.

Is hosting an online conference hard?

Hosting an online conference can be a lot of hard work. So, if this is the first time you are about to organize one, make sure to check this in-depth online conferencing guide to help you out!

How to create a webcast?

Use this guide as your playbook. This is what we will cover: 1 You have multiple presenters that will be broadcasting live from different locations. 2 Your team has no video expertise at all, but you do have a technical team that is capable of building a functioning web application. 3 The experience you want to provide to your audience is something custom that you control. Your brand is important for you and you want to control the look, feel and user experience of the conference. 4 To broaden the reach of your conference you simultaneously want to broadcast out the video feed to social channels like Youtube Live, Facebook Live, and Periscope. 5 If possible, you would like to have a branded overlay with your logo on the video. 6 In addition to streaming live, you want to record the broadcast so that people who did not attend live can view the recordings on-demand as soon as each session is over.

What is the experience you want to provide to your audience?

The experience you want to provide to your audience is something custom that you control. Your brand is important for you and you want to control the look, feel and user experience of the conference.

How to live stream on Zoom?

1. Make sure in Zoom settings you have allowed meetings to be live streamed. 2. Create a Mux live stream – this is one API call and for every live stream, you create you will get back a unique stream key also make sure you save a playback_id for this live stream – you will need this to play the live stream. 3.

How long does HLS streaming take?

Note that HLS streaming will come with some latency. Expect for 15-20 seconds, there is a reduced_latency flag that you can use which will bring that number down closer to 8 or 10 seconds (with some tradeoffs). Check the docs here for more information.

What database to use for chat?

Use a realtime database like Firebase and build your own chat experience.

Can you playback a live stream on your website?

There are two options for playing the live stream on your website, you can either use a playback_id associated directly with the live stream, OR you can use the playback_id associated with the active_asset that is associated with the live stream. The former will not allow seeking backward in the stream, the latter will allow your attendees (if they want) to seek all the way back to the beginning. This is a subtle detail but it might be something you want to consider.

Can you use Zoom for live chat?

A really simple way to do this live conversation is to use Zoom. Most people are familiar with Zoom. It is one of the most stable, reliable and high-quality pieces of meeting software around and it runs natively on your desktop. What’s cool about Zoom is that if you enable live streaming for meetings then you can set up an RTMP output for your Zoom call to any arbitrary RTMP endpoint (this is where Mux comes in).

How do you create a virtual conference strategy?

You will come across many free webinar platforms online. Although they are free, they do not provide all the requisite features needed to host a large-scale virtual conference. Here is a checklist that you must run through before choosing your pick:

What is a virtual conference?

People often confuse a virtual conference with a virtual meeting or a meeting. Generally, virtual conferences are hosted online and include live sessions, panel discussions, demos, and more. The purpose of virtual conferences is lead and demand generation, adoption and retention, brand awareness, and relationship building. While having said is easier than done, pulling off a stellar virtual conference needs planning, presentation and proactivity. The below steps break down the process of hosting a virtual conference online.

How to improve virtual event?

Share your screen and navigate your attendees through your site of software. Finally, make sure to consider how hardware and equipment can improve your virtual event. For this, you might consider investing in an HD webcam as that can mark a stark difference in the results.

How to keep your audience engaged during a live stream?

Relevant content is not enough to keep your audience’s attention at all times. Start taking live polls and surveys during your live stream. This will keep a tab on how engaged are your participants with the event. This will also keep them more involved. Aside from this, enable your own chat messaging options that allow both private and public texts. End your event with a planned Q&A session. Virtual hand raising and audience spotlight tools that show the person asking a question on a video live stream replicate the live Q&A experience even further.

How many industry experts should be on a panel?

Be specific and zero in on a particular niche that you wish to shed light on. It is always recommended to secure a panel of 2-4 industry experts as opposed to one for selecting a speaker line-up. This will give room for more insights, more discussion and your attendees will feel as though they receiving more value because of the varied perspectives.

Do you send a transcript of a webinar?

Most of the webinar tools send out a transcript to the attendees, once the event is over. Do not forget to send out a quick survey, which can be in a ratings-based or a Q&A format to get the right feedback from your audience. Know what did they like and know what could have been done better. To encourage attendees to take the survey, promise to upload responses on social media, or enter anyone who answers the survey into a prize drawing.

What Are the Benefits of Hosting a Virtual Conference?

Learning how to host a virtual conference offers numerous benefits outside of cost savings related to event space, travel, and hotels.

What is needed to pull off a successful virtual conference?

Pulling off a successful virtual conference requires a significant amount of planning regarding not just presentation topics and guest speakers, but also webinar software, security, and audience engagement.

What are the Best Virtual Conference Platforms?

None of the above advice on how to host a virtual conference will make any difference if you don’t choose the right webinar software.

What is lead generation in virtual conferences?

Speaking of lead generation, the data you collect on attendees during the virtual conference through things like live polling and Q&A sessions can help you to improve your marketing strategy, product launch, and any future virtual events you host.

Why are agendas important for conferences?

Agendas are helpful in learning how to host a virtual content since they provide an outline of how you’ll transition from one subject or speaker to another.

Why do you take polls during a virtual event?

Taking live polls and surveys during your virtual event help hosts to evaluate how engaged the wider audience is and gives attendees the chance to share their opinions as they would at a live event. It keeps them involved in the presentation from afar.

How many people can attend a GoToMeeting?

GoToWebinar, GoToMeeting’s webinar platform, can host up to 3,000 attendees and allows for both live and pre-recorded content.

How to plan a virtual webinar?

The best way to plan out your virtual webinar or conference is to create a registration form that tells you the information of the people who will attend. Here, you need to request details like their contact information, age, location, and gender. This form also allows you to share some things about the event, like the list of speakers, schedules, and social links, and also provides some useful data and statistics on your attendees.

What are the best platforms to host a virtual event?

Some of the best platforms you can find online for digital events include GoToWebinar, WebinarJam, BlueJeans Events, and even Zoom. To pick the perfect platform when learning how to host a virtual event, you need to look at the platform’s features. Remember to check the maximum number of attendees, engagement tools, analytics, and community chats and plan your schedule and budget accordingly.

What Is a Virtual Event?

The majority of the North American population has likely become very familiar with virtual events in the past few years. These events are hosted digitally with content being streamed or shared in a communal setting, which allows people to participate in an event regardless of their location using their digital devices.

How to maintain engagement in an event?

Like in-person conferences, choosing relevant, engaging topics is key to maintaining engagement throughout your event. Otherwise, your overall conversation might be spread across such a wide range of topics that attendees might find themselves confused, distracted, or unsure of what to take away from your presentations. Also note that selecting your speakers is also integral to the success of your event; try to have a panel that offers different perspectives about the subject. Three to five industry experts would be an ideal amount for most events.

Is it important to have a good internet connection for an online conference?

Having a solid internet connection is non-negotiable when hosting an online conference or event. Any disruptions in the quality of Internet connection can prompt many attendees to drop off. That’s why every event-hosting software offers you the chance to check all your levels. Remember that it is also crucial to make sure that your speakers and microphones provide high-quality audio.

Can you take advantage of a conference on a virtual level?

However, you can still take advantage of the positive aspects of conferences, webinars, and panels on an entirely virtual level while also enjoying additional benefits exclusive to this format.

Is virtual webinars profitable?

In summary, we hope we’ve convinced you that virtual webinars, conferences , and other similar events can be just as productive, profitable, and beneficial as traditional, in-person events. And note that while digital events provide a direct benefit, their effects are proportional to your investment and the effectiveness of your preparations. Consider implementing community engagement and management software to expand your web community and create a space where your brand can develop a dedicated following. Alongside well-planned virtual events, tools like these can help solidify your online presence and help your business grow across the web.

What to do when conference call attendees arrive?

Once your conference call attendees start arriving, it’s time to take a deep breath and start acting as host.

How to end a conference call?

Towards the end of your conference call, wrap up by summarizing the key takeaways from the meeting. And then directly address the following steps: 1 Who is responsible for what? 2 Who owns which project? 3 Which questions still need answers?

What to do if you ask a question in a virtual meeting?

If you ask your virtual audience a question and aren’t receiving any feedback, try acknowledging that the question may have been difficult to understand and rephrase it – and let them know it’s okay to take a minute to think about the answer. Consider utilizing your virtual meeting platform’s collaboration tools, like live polling, chats, and interactive whiteboards to encourage participants to engage without being unmuted.

What should participants receive when attending a virtual meeting?

Participants attending a virtual meeting should receive a link to a video call or a toll-free number to join with.

What devices do business people use to call into virtual meetings?

In today’s business world, professionals call into virtual meetings from all kinds of devices: desktops, laptops, mobile phones, and tablets.

What is a town hall meeting?

Conferences or town hall meetings are a great way to get everyone in your organization together for business updates, goal progression, or strategy decisions.

Do virtual meetings have to be tricky?

The good news is that virtual calls don’t have to be tricky versions of the successful in-person meetings you’ve hosted before.

What are the advantages and disadvantages of a presentation?

Advantage: Your presentation is preloaded, begins with a single click, and plays inside the meeting app. There’s no awkward transition while you share your desktop, switch apps, and start the presentation. Disadvantage: None of the effects or transitions will be present. All you’ll have are still images of each slide.

Can web conferencing be beautiful?

When it all comes together, it’s a beautiful thing. But web conferencing sessions don’ t always come together beautifully. In fact, sometimes, they can dissolve into a frustrating nightmare of technical problems and mishaps. The truth is, many times a little planning could have minimized the impact of those problems.

Can you upload files to a meeting folder?

Some web applications allow you to upload files to a special meeting folder that participants can access. Regardless, it’s a good idea to have the plan in place before the meeting, so that you can share it with participants during the meeting. 9.

Can you share your desktop with PowerPoint?

Share your desktop and let participants see your presentation as you run it through the PowerPoint application.#N#Advantage: Your participants will be able to see all the special effects and transitions in your presentation.#N#Disadvantage: It’s a little awkward transitioning from your normal view to share the desktop and start PowerPoint.


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