Virtual Meetings: Webinars, Webcasts, Web Conferences and Live Streaming
Table of Contents:
1. Introduction
2. Defining Terms
3. How Does the Meeting Work?
4. Now How Do You Hold the Meeting?
5. Next - Webinars
6. And finally Webcasts
7. Summary
Introduction:
Many are now turning to virtual solutions to continue to run their events during these challenging times. If used correctly this technology gives you the ability to make your virtual meeting approximate the typical conference formula that many of you are used to.
Audio Video L.A. has 15 years of experience with virtual (web-based) meetings so I wanted to explain a little about what is available and what your options are.
Defining Terms:
First let’s define each term:
Online Meeting:
This is typically used to describe a face-to-face meeting between two or more people using the internet at a peer-to-peer level. An example would be a company conference to go over a plan of action to keep business going during the current crisis. These would typically require the ability to transmit audio and video as well as making presentations by all participants.
Webinar:
A webinar is also an online meeting but is typically used to describe a presentation from one or more sources where the majority of attendees can ask questions or make comments but are not part of the actual presentation. All presenters would be able to use their audio and video to present. Attendees can hear and see the presentation but are not required to have a camera or microphone as they would normally use a chat line to question or comment.
An example would be a presentation by the State Small Business Advisory to concerned small businesses throughout the State about tools they have to help weather this crisis.
A Web Conference:
This is a fairly general term which really applies to any form of live conference over the internet so would actually include either meetings or webinars as covered above.
Webcast:
A Webcast is the broadcasting of an event, or of a recording of an event, over the internet. This is normally done when a live event is happening but the organizers want to make it available to a larger audience. An example would be a college graduation which is held in a hall but also simultaneously broadcast live on the college website so that people who couldn’t be at the live event can still see it. It is often made available as a recording to be viewed for a certain period of time after the event.
Live Streaming:
This means the broadcasting of any live event over the internet in real time. So it is very similar to a webcast but does not include the option to view a recording after the fact of the event.
Platform:
You will hear this term used a lot in the subject of virtual meetings. It simply means the software (operating system) which is used to execute computer programs and provide services. WebEx and GoToMeeting would be examples of different platforms used to hold a virtual meeting.
Having defined the terms, the next question is which of these apply to you. This depends on what you want to achieve.
If you want two-way participation from all or most of your attendees then an online meeting is the answer.
There are many platforms that now offer on-line meetings. These include Go To Meeting, Webex by Cisco, Google Hangouts and Zoom. They are all similar and each has its strong points. We like Zoom but can also work with other platforms if you already use them or have a preference.
How does the meeting work?:
First, you have to have an account with whatever platform you choose. You may have your own account, or you may prefer to use ours. Generally, you pay for the account on a monthly or annual basis and the cost is roughly based on the number of attendees you plan to have. For example, if you want to do a webinar with 500 attendees that will cost considerably more than a meeting between 10 company employees.
Once you have the account you can schedule your meetings. You do need to invite attendees (normally by e-mail) as your meeting will have a specific Meeting ID number. It can also be password protected if you choose. It can even be set up as a paid meeting where the attendees have to pay in advance to register (through PayPal for example).
Now how do you hold the meeting?:
In its simplest form you may choose to have all attendees use their own laptop, or even their phone, using the built in camera, microphone and speakers. If you don’t require anything more than that then you can, in most cases, set up and run the meeting without professional help.
However, if the quality of the presentation is important or if there are more complex elements then you may need a company such as ours that is familiar with all aspects of online meetings. We have many tools available to raise your meeting to another level.
For example, we can provide video cameras and operators to make your meeting into a real studio presentation. Having two cameras and switching between then makes the meeting much more alive and keeps your audience’s attention.
If you have more than one participant we would provide microphones for each of them and a sound engineer to adjust the sound as needed so your audience can hear everyone clearly rather than having everyone trying to crowd around the computer to be heard.
We have studio facilities available or we can come to your office (or even your home) to create a studio setting. If you have key presenters in more than one location we can do the same for each of them so you can be sure everyone looks and sounds good.
One very important thing to remember about any of these different types of meetings is that they all require a good internet feed. The more attendees you expect, the better bandwidth (the amount of information which can be sent between computers) is required. Although we have hotspots which can sometimes be a solution for smaller meetings, we strongly recommend that you choose a location for the primary presentation that has high speed internet, preferably a wired connection rather than wireless. You can easily check the speed on any internet connection by running Speed Test on the computer or phone while connected to the internet. We can tell you if the results are adequate or not.
Next - Webinars:
A webinar would be the right format for you if you want one or more presenters to get a message across to numerous attendees. You want the attendees to be able to ask questions or comment but not to present.
Much of the information about the meetings above applies to webinars also. A webinar will have one or more presenters and all must have at least a computer with camera, microphone and speakers. A professional presentation is even more important here as you will typically have a much larger audience and you want to get your message across. The attendees who will not be presenting can use a computer or a phone to watch and listen and can usually type in questions if they want.
Again, there are various platforms available and many of them have useful additional features. For example, you can set up virtual breakout rooms so after a general session your attendees can join separate simultaneous meetings of their choice (or as assigned by you) and then rejoin the general session.
And finally Webcasts:
A webcast would be your choice if you are not inviting any participation from your attendees, not even via a chatline. The platforms used for these can normally accommodate many more attendees. Having said that, remember that you do normally pay by viewer hours (each device, whether it is a computer or a phone, logging onto your broadcast for an hour) for these platforms. Webcasts are usually available to anyone to view and do not require prior registration.
In many cases a professional presentation with multiple cameras and switching to and from other visual content, such as Powerpoints or videos, is worth the investment for a webcast.
Webcasts can even be sent to several platforms, such as YouTube, Facebook and Periscope, at the same time. This increases your potential audience greatly.
You can also choose to embed the stream in your own website. We give the URL (specific address of the webcast) to the person who handles your website and they embed it in the site. Or we can provide our own URL for you to send to people you want to invite.
Summary:
In these uncertain times it is vital to keep promoting and producing. The internet is the primary tool for many organizations and business to attempt to continue some degree of normality. It is therefore important that you know how you can best use this resource to help you keep going.
I hope this gives you a clearer view of what can be a very confusing field, especially if you are looking at this area for the first time due to the current situation.
Audio Video LA offers full-service audio visual rental support for events.
Check out our article on audio visual rentals to learn more:
How to Choose the Best Audio Visual Equipment Rental Service
You can also speak with our AV professional, Michael, at 818-679-8104, or submit an online inquiry below for a speedy response.
1. Introduction
2. Defining Terms
3. How Does the Meeting Work?
4. Now How Do You Hold the Meeting?
5. Next - Webinars
6. And finally Webcasts
7. Summary
Introduction:
Many are now turning to virtual solutions to continue to run their events during these challenging times. If used correctly this technology gives you the ability to make your virtual meeting approximate the typical conference formula that many of you are used to.
Audio Video L.A. has 15 years of experience with virtual (web-based) meetings so I wanted to explain a little about what is available and what your options are.
Defining Terms:
First let’s define each term:
Online Meeting:
This is typically used to describe a face-to-face meeting between two or more people using the internet at a peer-to-peer level. An example would be a company conference to go over a plan of action to keep business going during the current crisis. These would typically require the ability to transmit audio and video as well as making presentations by all participants.
Webinar:
A webinar is also an online meeting but is typically used to describe a presentation from one or more sources where the majority of attendees can ask questions or make comments but are not part of the actual presentation. All presenters would be able to use their audio and video to present. Attendees can hear and see the presentation but are not required to have a camera or microphone as they would normally use a chat line to question or comment.
An example would be a presentation by the State Small Business Advisory to concerned small businesses throughout the State about tools they have to help weather this crisis.
A Web Conference:
This is a fairly general term which really applies to any form of live conference over the internet so would actually include either meetings or webinars as covered above.
Webcast:
A Webcast is the broadcasting of an event, or of a recording of an event, over the internet. This is normally done when a live event is happening but the organizers want to make it available to a larger audience. An example would be a college graduation which is held in a hall but also simultaneously broadcast live on the college website so that people who couldn’t be at the live event can still see it. It is often made available as a recording to be viewed for a certain period of time after the event.
Live Streaming:
This means the broadcasting of any live event over the internet in real time. So it is very similar to a webcast but does not include the option to view a recording after the fact of the event.
Platform:
You will hear this term used a lot in the subject of virtual meetings. It simply means the software (operating system) which is used to execute computer programs and provide services. WebEx and GoToMeeting would be examples of different platforms used to hold a virtual meeting.
Having defined the terms, the next question is which of these apply to you. This depends on what you want to achieve.
If you want two-way participation from all or most of your attendees then an online meeting is the answer.
There are many platforms that now offer on-line meetings. These include Go To Meeting, Webex by Cisco, Google Hangouts and Zoom. They are all similar and each has its strong points. We like Zoom but can also work with other platforms if you already use them or have a preference.
How does the meeting work?:
First, you have to have an account with whatever platform you choose. You may have your own account, or you may prefer to use ours. Generally, you pay for the account on a monthly or annual basis and the cost is roughly based on the number of attendees you plan to have. For example, if you want to do a webinar with 500 attendees that will cost considerably more than a meeting between 10 company employees.
Once you have the account you can schedule your meetings. You do need to invite attendees (normally by e-mail) as your meeting will have a specific Meeting ID number. It can also be password protected if you choose. It can even be set up as a paid meeting where the attendees have to pay in advance to register (through PayPal for example).
Now how do you hold the meeting?:
In its simplest form you may choose to have all attendees use their own laptop, or even their phone, using the built in camera, microphone and speakers. If you don’t require anything more than that then you can, in most cases, set up and run the meeting without professional help.
However, if the quality of the presentation is important or if there are more complex elements then you may need a company such as ours that is familiar with all aspects of online meetings. We have many tools available to raise your meeting to another level.
For example, we can provide video cameras and operators to make your meeting into a real studio presentation. Having two cameras and switching between then makes the meeting much more alive and keeps your audience’s attention.
If you have more than one participant we would provide microphones for each of them and a sound engineer to adjust the sound as needed so your audience can hear everyone clearly rather than having everyone trying to crowd around the computer to be heard.
We have studio facilities available or we can come to your office (or even your home) to create a studio setting. If you have key presenters in more than one location we can do the same for each of them so you can be sure everyone looks and sounds good.
One very important thing to remember about any of these different types of meetings is that they all require a good internet feed. The more attendees you expect, the better bandwidth (the amount of information which can be sent between computers) is required. Although we have hotspots which can sometimes be a solution for smaller meetings, we strongly recommend that you choose a location for the primary presentation that has high speed internet, preferably a wired connection rather than wireless. You can easily check the speed on any internet connection by running Speed Test on the computer or phone while connected to the internet. We can tell you if the results are adequate or not.
Next - Webinars:
A webinar would be the right format for you if you want one or more presenters to get a message across to numerous attendees. You want the attendees to be able to ask questions or comment but not to present.
Much of the information about the meetings above applies to webinars also. A webinar will have one or more presenters and all must have at least a computer with camera, microphone and speakers. A professional presentation is even more important here as you will typically have a much larger audience and you want to get your message across. The attendees who will not be presenting can use a computer or a phone to watch and listen and can usually type in questions if they want.
Again, there are various platforms available and many of them have useful additional features. For example, you can set up virtual breakout rooms so after a general session your attendees can join separate simultaneous meetings of their choice (or as assigned by you) and then rejoin the general session.
And finally Webcasts:
A webcast would be your choice if you are not inviting any participation from your attendees, not even via a chatline. The platforms used for these can normally accommodate many more attendees. Having said that, remember that you do normally pay by viewer hours (each device, whether it is a computer or a phone, logging onto your broadcast for an hour) for these platforms. Webcasts are usually available to anyone to view and do not require prior registration.
In many cases a professional presentation with multiple cameras and switching to and from other visual content, such as Powerpoints or videos, is worth the investment for a webcast.
Webcasts can even be sent to several platforms, such as YouTube, Facebook and Periscope, at the same time. This increases your potential audience greatly.
You can also choose to embed the stream in your own website. We give the URL (specific address of the webcast) to the person who handles your website and they embed it in the site. Or we can provide our own URL for you to send to people you want to invite.
Summary:
In these uncertain times it is vital to keep promoting and producing. The internet is the primary tool for many organizations and business to attempt to continue some degree of normality. It is therefore important that you know how you can best use this resource to help you keep going.
I hope this gives you a clearer view of what can be a very confusing field, especially if you are looking at this area for the first time due to the current situation.
Audio Video LA offers full-service audio visual rental support for events.
Check out our article on audio visual rentals to learn more:
How to Choose the Best Audio Visual Equipment Rental Service
You can also speak with our AV professional, Michael, at 818-679-8104, or submit an online inquiry below for a speedy response.