With the increased number of remote meetings taking place these days, let’s take a moment and refresh ourselves with some etiquette best practices for virtual meetings.
1. Log On Early
Be respectful of others and their time by logging in early to test your audio, webcam, screen-sharing tools, etc. That way, the meeting can start right on time.
2. Dress the Part
Proper work attire is expected for all web-based meetings, even if you’re sitting on your couch. Remember, you are still a professional who wants to be taken seriously. You will also feel more productive and confident, so you may want to dress up even if your meeting is phone based.
3. Consider Your Background
While not everyone has a home office, it’s important to make it look like you are in an appropriate setting (ie no dirty clothes, household clutter, or open closets visible). Prior to your meeting, test out what will be seen in your camera. Try and sit in front of a wall instead of an open room or a window (can make you appear dark).
4. Address Distractions
It would be considered rude if your phone started ringing in a boardroom, and the same is true for a virtual meeting. If possible, close the door to the room you are in and turn off your phone, music, tv, etc. Take notes with a pen and notebook to avoid keyboard noise, and no eating!
Some potential distractions are unavoidable if you are sharing your work space with others in your household temporarily. Be upfront and let your colleagues know they may hear your dog bark, children playing, or the landscaper working outside. This will save time from needing to pause to apologize mid-meeting.
5. Be Present
Look directly at the camera and speak clearly. Make virtual eye contact when speaking and listening. Pause for a response after you speak to account for wi-fi delays.
6. Mute Yourself
Since some level of background noise is likely when working from home (see above), it is extremely important to mute yourself when you are not speaking. Sometimes the meeting host will handle this, but be sure to know how to do it yourself just in case.
PCMA Convene recently surveyed event professionals to
gain insight about the impact of COVID-19 on the business events industry. Here
are our key takeaways:
Meeting professionals are resilient: the
survey reports many are taking the opportunity to reset and rethink a future
with digital events and face-to-face working together while they redraw their
value propositions.
Contracts and insurance will look different:
planners will be more specific in the wording used for cancellations and what
unforeseen circumstances the force majeure clause covers. Some will consider
not just where the event takes place, but where the attendees are coming from.
Rebooking windows remain generally unclear:
over 25% have not determined when they will reschedule their meetings, and
another 25% have booked for September or later.
Virtual meetings are happening: 70% of
respondents are moving all or some of their meeting to a virtual platform. They
will use livestream speakers, webinars, abbreviated programs, have an emcee,
include Q&A and chat and interactive features, and virtual exhibits.
Virtual meetings will offer new perks:
respondents noted they will add new features to their virtual meetings
including small group peer coaching, sending gift baskets to registrants with a
dessert to be consumed en masse to end an event, creating a closed Facebook
group, virtual networking lounges, happy hours and round tables, speaker
podcasts, instant translation services, virtual awards ceremonies, and quizzes
with instant results for certifications.
Pricing will change: 46% of respondents
said the registration cost will be lower with the virtual meeting.
Re-education is key: planners are
re-skilling themselves in virtual meetings and digital technologies and are
studying crisis management, honing contract and marketing skills.
Have something to say on the topic? Comment here to continue the conversation!
While for now our parks are closed, our roller coasters quiet and hotels empty, we wanted you to know that we are still here. We are taking care of each other, our families and our community. Our hearts go out to those that have been especially impacted by this crisis.
We are also thinking about you; our partners, our clients
and the entire meetings and events community. We stand with you as we navigate
these unprecedented times and recognize the need for increased flexibility
going forward. Our sales team is here and eager to assist you with your
meetings and events needs when you are ready.
In the meantime, we are busy enhancing current procedures
and developing new ones. Every decision we make begins with the health and
safety of our team members and guests. Our goal is to make the best use of this
time so that we are more ready than ever to deliver unforgettable experiences
that engage, inspire and entertain.
So it goes without saying; we can’t wait to welcome you
back to Universal Orlando Resort and Universal Studios Hollywood when the time comes. After all,
it’s the power of bringing people together that unites us. Until then, please
take care of yourself and your family.
We’ll see you soon.
Your Universal Parks & Resorts Meetings & Events Team
By Beth Becker, Global Meeting Services Manager, Attune
Many planners today find themselves scrambling to transition their in-person events to virtual platforms. Below are five areas to consider when converting your event:
1. Content
When hosting a virtual meeting content is king. Content will attract attendees, maintain audience engagement, successfully communicate your message, and promote sales. Virtual meetings should promote collaboration; however some content or activities may not transfer well to a remote environment. it may be necessary to adjust your content slightly to accommodate a virtual setup and maintain attendee engagement.
2. Platform
Deploying a virtual attendance platform typically involves buying a license (or licenses) for virtual meeting rooms and determining how those rooms will be utilized during live events.
There are quite a few platforms available on the market today, most of which are capable of sharing content. Choosing the right platform should be dictated by the nature of the content. If it’s purely informational, shorter in duration, or has 50 or more attendees, a webinar format may be your best option. For content that is more interactive, a two-way platform may be a better choice as it will better replicate a live, in-person environment.
3. Peripheral Equipment
Virtual meetings can be conducted using the built-in camera and microphone that come with most modern computers. However, upgrading your equipment can go a long way in improving presentation quality. Items to consider include: a high-definition video camera, external microphone, external lighting, larger monitor, and enhanced bandwidth. These items, with the exception of bandwidth, are easily accessible at local stores and online.
4. Delivery and Support
Just as with in-person events, proper planning, preparation, support, and backup plans are essential to the success of virtual events. Many planners underestimate the value of technical support. Unless you have a dedicated IT department that has both the knowledge and bandwidth to support your event, you’re better off working with a meeting delivery specialist, like Attune, to help you plan, deliver, and support your event.
Whether you choose to go it alone or work with an event delivery partner, here are a few key considerations as you plan your event.
Presenter Training: How familiar are your presenters with technology and virtual platforms? Conducting a training session with an experienced virtual technician can help presenters feel more comfortable with the technology and reduce delays or confusion during the live virtual event.
Attendee Support: Attendees can occasionally experience challenges logging in or staying connected. An established protocol and dedicated support team will ensure maximum participation, attendee engagement, and satisfaction scores.
Rehearsal: One of the benefits of virtual events is the ability to conduct unlimited rehearsals. This allows you to work out the kinks and address any technical difficulties ahead of time. Inviting a few colleagues to attend the rehearsal as audience members can provide valuable feedback prior to going live.
Backup Plan: It’s important to establish a backup plan in case encounter problems or an internet outage occurs. Many platforms offer a dial-in option that enables the user to listen in and take part in the conversation, though they won’t see any video or content being shared.
5. Optional Features
There are many optional, interactive features offered by today’s virtual platforms. Items such as live chat, polling, and built-in surveys can be useful for gathering information and maintaining attendee engagement.
In today’s uncertain environment, virtual attendance platforms can provide viable options for delivering live events. Planning, technical support, and back-up plans are a must to mitigate failure. Planners should seek assistance from an event delivery partner who can assist in the set-up and support of the virtual event.
To learn more about converting in-person events to virtual, Attune is currently running a webinar series on this topic. Click hereto register one of their upcoming webinars.
Beth Becker is the Global Meeting Services Manager for Attune and has more than 20 years’ experience in the travel/hospitality and meetings industry.
Active in the Meeting community, Beth currently serves as a moderator for MeCo and Global Correspondent and Talent Bench member for i-Meet. You can connect with Beth via Linkedin.
Our friends at Visit Britain would like to share the following letter with you.
Dear events industry colleagues
In these uncertain times, as the world copes with COVID-19 and the challenges it brings you, your organisations and your events, we want you to know you are not alone. This is a time charged with difficulty both professionally and personally, and the UK is here to support you.
It’s a turbulent period for the events industry, as we tackle postponements, cancellations, rapid switches to virtual events, as well as uncertainty about what the future may bring. Yet the events industry is like no other – we are a community that supports each other both in times of celebration and in times of need.
So, the UK wants to say to all event professionals that you’re not alone. It’s tough right now, but we’re here for you.
VisitBritain and its UK partners are committed to supporting you in any way we can as we navigate these turbulent times. As an industry united, we are stronger together.
Acknowledging that your immediate priority will be to support your events, staff, customers and members, we want to ensure that you have access to the most up-to-date information on the situation in the UK. For the latest information on holding events in the UK, please visit our website for updates.
We want to assure you that, when the time is right, we will be here to welcome your events back to the UK. But until then we are planning virtual ways to meet, talk and help you explore the UK event possibilities from your home.
For now, we send you this message of our continued support – we will get through this together.
In these unprecedented times, it’s more important than ever
to share knowledge.
Let other meeting planners in on
your best tips and advice to navigate the current climate. What have you
learned from meeting cancellations, postponements, working from home, or doing
more with less staff?
Enter your tips
for a chance to win a gift card and vote for your favorites.
The IMEX Group has launched a campaign to inspire some positivity during these uncertain times. Here is the message that accompanies the above graphic:
To the global business events industry, our extended family…
Remember who you are and what you represent.
We are an industry that contributes $1.5 trillion of GDP to the global economy. As we’ve demonstrated many times before, we will be part of the solution to drive recovery, growth and social impact that will transform the world.
Ray Bloom & Carina Bauer
#WeWillMeetAgain
ConventionPlanit.com is comprised of experienced industry professionals dedicated to taking the meetings industry to new heights in accessibility.
