TelSpan

Part 4 in a Series

Many components are involved in a complex conferencing event.  Now that your planning and preparation are completed, what components might be involved during your actual event?

• A custom script prepared during pre-event planning may be used if desired for a welcome statement, Q&A session, and closing comments.

• All participants may enter the call in lecture mode if you desire.  In broadcast mode, all participants’ lines will be muted during the presentation to reduce background noise, ensuring an uninterrupted event.

• Your Event Operator can run a professionally managed Q&A session during your event.

• If needed, a back-door line can be established, with an additional Event Operator to facilitate behind-the-scenes communication.

• Your event may be broadcast via a stream over the internet to a large audience if desired.

Each conferencing event is unique, and your event will be customized to your particular needs. In my next post we’ll learn what happens post-event.

Part 3 in a Series

You’ve decided to have a conferencing event and you have selected a conferencing provider. What can you expect next?
A conferencing provider specializing in events will work closely with you to plan your event. At TelSpan, a dedicated Event Advisor will contact you to review all the details and requirements for your upcoming conferencing event. They will make helpful suggestions such as how to register and notify participants about your event, provide tips for increasing attendance and engagement at your event, and will arrange for speaker training prior to the big day.

Pre-event activities also often include:

• Script preparation.
• Pre-recording of introductions.
• Preparation of a promotional tape, theme music, or an ad campaign to be played into the conference call.
• Scheduling and conducting a dry run to be held several days in advance of the event.
• Sub-conference the day of the event to meet with scheduled speakers to review the agenda before going live.
• Confirmation of event requirements such as roll call, participant reports to be generated post-Event, polling to be conducted, or transcriptions.

In my next post we’ll look at components of the live event.

Here are five ways to utilize conferencing to improve your environmental impact and "green" your organization:

Offer Telecommuting to your Employees:  Telecommuting benefits the environment by reducing carbon emissions and lessening the wear and tear on roads, bridges and highways.   Think about the positive environmental impact if each of your employees telecommuted one day per week and connected via audio and web conferencing when not in the office.

Reduce Business Travel: In today’s world, business travel often has to be justified not only in terms of the bottom line, but in environmental terms as well.  A recent report found that airlines are emitting 20 percent more carbon dioxide into the environment than previously estimated. The amount could hit 1.5 billion tons a year by 2025, from the airline industry alone.  Reducing travel by utilizing audio and web conferencing in place of travel reduces carbon emissions, saves time and money, and keeps employees healthier and happier.

Reduce Printed Documents: Share and transfer documents online via web conference rather than printing and mailing them.

Take Online Recruiting to the Next Level:  Utilize video, web and audio conferencing to streamline your interviewing process before bringing candidates in for a live meeting.  Online recruiting offers particular environmental and cost benefits.  Instead of candidates traveling a great distance by car or air for screening, why not hold a web conference using a web cam? 

Offer Online Training and Education: Reduce time, travel, and expenses by offering online training and education programs via conferencing.  Participants can attend from anywhere and you can record and archive your events for further use.

At TelSpan, we have the services and the know-how to help you make your organization greener, more efficient, and more profitable.  Contact us today for more information.