Webcast, web seminar, web event, webinar. People often use these terms interchangeably to mean a larger web conference that is more structured or formal than a smaller web meeting or collaborative situation. The distinction is accurate, whatever the terminology used. Web meetings follow a one-to-fewer or "many-voices" format. Although the meeting may be led by one or two individuals, there is an emphasis on group collaboration, open discussion, document mark-up, and a looser or ad hoc structure to the meeting's agenda and outcome.
Web events, on the other hand, follow a structured, one-to-many format. In many ways a web event is like giving a live speech or lecture. For the most part, the presenter conveys information to the audience and the audience listens. But for anyone who has sat through a dull speech, you know that a live presentation is about more than information. It's also about the delivery. A good presenter has thoroughly planned his or her event, they follow an agenda, they have visuals to help illustrate points, and, most important, they engage their audience.
As presenter of a web event, it's important to remember how web event conferencing differs from web meetings. When planning your event, plan it as if it were a live presentation, not a small, informal meeting. For the most part you have the same capabilities for interaction and illustration with an online event as you do with a live, in-person event—and more. With conferencing software like Live Meeting, you can show your audience slides and web pages, conduct polling and Q&A sessions, chat using IM, and distribute documents before, after and during your event. So outline your objectives and put together an agenda that incorporates audience interaction throughout your event. Decide what visuals you will use, when you will ask questions, or conduct a survey. And be sure your strategies reinforce your message and do not distract from it.
You'll also want to be sure you're using a good audio platform, one that allows you to mute/unmute participants and other presenters. Consider using an event manager or moderator, to make a welcome speeches, introductions, facilitate Q&A sessions and resolve technical issues should they arise. Since web events usually have a higher profile than meetings, you'll want to be sure you're properly trained in the technology you're using. Likewise, you'll want to prepare your guests. For participants, logging-in and attending events is pretty straight forward. But it's always a good idea to send out clear instructions on how to attend your event and what to do if attendees have any problems.
During the event, stick to your agenda. Move at a brisk pace but be sure your audience has at least 20 seconds to absorb slides and other information. Keep in mind that computer screen resolutions vary from participant to participant, so limit the colors you use in your slides. Avoid text shadowing and overlapping characters.
If you decide not to address your audience with questions or short projects during your event, try to do so at the end. Surveys and short Q&A sessions are a good way to make your audience feel they were active participants in your event. You'll also want to direct your audience where to go if they want further information, say a web site, or books on your topic. And remember, one of the great things about web events is that they can be archived for future use. Let participants know where they can go to download your event if you choose to archive it.
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