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Virtual and Hybrid Meetings: How to Plan for Them

Article posted on Jan 8, 2021

Zoom fatigue is probably one of the most popular buzz words we gained from 2020 and it isn’t a thing of the past yet.

Video conferencing installation services are essential to nearly every business.

With social distancing still a key part of everyday life, even in offices where people are back working in person, some meetings are still being held virtually or as a hybrid.

To plan for virtual and hybrid meetings, schedule video conferencing setup services with our team today and be prepared to discuss the following questions:

 

Who is my audience?

The initial step in planning for any meeting should be reading your future room.

Who will be in the audience? How many people will be in the audience? Where will they be joining from – is it entirely virtual or hybrid?

The size of your audience, their locations and their potential technological capabilities will set the foundation for what your needs will be.

 

How will my audience engage during the meeting?

Next, it is important to consider how the meeting will go.

Will it be round table and open discussion? Will there be a presenter(s) for a large portion of the meeting? Do people need to be able to provide comments, virtually raise their hands, or break out into sessions and groups?

Offering people far more options than they need can be overwhelming. Engagement options such as screen sharing and breakout session options should be determined based on how your meeting will be conducted.

 

What should the environment be?

Even if you aren’t in the same space physically, you want the environment to feel cohesive. And even a virtual meeting still has an environment.

We can help you set the tone from the background to the features that are available to how the event is run.

 

What challenges could arise?

Especially when it comes to hosting a virtual meeting, technological challenges should be expected. And the best way to handle them is to identify and anticipate them ahead of time.

Challenges such as bandwidth issues or keeping things running smoothly when half of your audience is in person and half is virtual are not new to us.

Our team will sit down and review potential challenges with you ahead of time. We will also do the necessary preparation ahead of time to mitigate these challenges should they arise.

 

Did You Know STC AV Can Help You?

Our team has been offering comprehensive audio visual services for over 25 years. Our experts will provide you with the highest quality service every step of the way.

We are here to listen, analyze and execute innovative solutions that are specific to your business and its needs. And we are focused on attention to detail every step of the way.

Contact us today for a consultation to discuss your upcoming meeting and what your needs might be.


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