Whether your meeting is in person or hybrid, technology is a driving force in making sure your event is successful. Though glitches can happen to the best planners, here are some tips to help minimize any difficulties during your event.
Equipped for Success
Small, in-person meetings most likely won't require much equipment, though depending on the size of the room lapel mics might help amplify speakers' voices if they're wearing a mask. Choosing the right meeting software is also important; while options like Zoom, WebEx, and GoTo Meeting are all good options, your choice will often come down to how many participants will be attending your meeting virtually as opposed to in person. Most importantly, your venue will need to have the internet bandwidth you need to ensure that the virtual component of your meeting goes off without a hitch.
The day before your event make sure you have a run through with your team, especially if there is a virtual component to your meeting. You'll want to ensure that your speakers are comfortable with the equipment you'll be using as well as any platform software. They say practice makes perfect, and while there still may be unexpected hiccups, a dress rehearsal is a good way to catch any issues beforehand.
If you're moderating a hybrid session, appointing someone to assist you with technical issues is a good idea. Whether it's monitoring emails to see if participants are having difficulty logging in, or muting attendees who forgot before joining the session and are distracting the flow of your presentation, having a team member troubleshoot in the background will help keep your meeting moving.
After your conference, be sure to send out a meeting summary, notes for next steps, and a hard copy of your keynote presentation, if possible, for those who may have faced technical issues. A smooth meeting experience is a specialty of our experienced staff at The Otesaga, who work closely with local A/V specialists to ensure you have the equipment you need to make your event a success. Contact us today to plan your meeting at our lakeside resort!
The Otesaga Resort Hotel remains steadfast in our efforts to ensure the health and safety of our staff and guests during the COVID-19 pandemic. We continue to adhere to our strict cleaning and social distancing guidelines. Please visit our website for more information on Otesaga CARE - our commitment to a Clean And Responsible Environment.