How to Produce Online Conferences With Multiple Guests?

Online Conferences

So, 2021 is here and it’s time for you to host an online event. Maybe it’s your first, or maybe you’re an old hand at online conferences. You understand the basics, you’ve done a couple, but now you’re faced with a new challenge – special guests.

It’s exciting! Even before the challenges of COVID-19, adding some new faces to your conference was a great way to entice people to join in. However, they need to be prepped. Where will they be dialling in from? Do they have a strong enough internet connection? Where do they fit into your programme?

All of these extra considerations can be handled easily with the use of free meeting room software like Meeting Rooms.  Here are some tips you should keep in mind.

#1 Use the service that best meets your needs

When you are looking at the service you will use for you next online conference, keep the following things in mind:

  • Which service is the easiest to use?
  • Does one service offer more relevant tools for your needs?
  • Which service do you or your guests prefer?

Meeting Rooms, free video conferencing software, is a great solution as it offers you and your attendees a more organic and conversational feel which should be the right fit for your event.

#2 Consider the structure of your event

The structure and flow of your event should help you to decide the tools you will use. If you are going to have all the participants available as soon as the conference starts, then you can use MeetingRooms. Our video conferencing software allows you to have up to ten speakers concurrently who can dial in from anywhere.

#3 Don’t forget to test and rehearse

One of the most important elements of live streaming, and one that is often forgotten, is testing. Everything from your internet connection to the flow of your conference should be checked thoroughly, as things can easily go wrong if you are not paying attention.

Make sure you ask your guests to check their audio and internet connection before the day as well, to make sure their technology and devices will work when it comes to their part in your event.

You should also rehearse with your participants as well to make sure the event you have planned is is going to flow well.   It is also vital to check that you have spelt your speakers’ names correctly and that any links they are going to use actually work.

Our top tip is just to keep things simple. Use an online conferences tool you can rely on, like MeetingRooms, consider the flow of your event carefully, and keep all of your team informed.