DVO_week22_2Although web conferences will probably never fully take the place of face-to-face meetings, they are popular because they save time and money. However, they do have many of the same elements as in-person meetings and plans for them should be well thought out.
When you think of a large web conference you might think of a speaker addressing thousands in a banquet hall from his headquarters in another city. This has been the situation for many large web conferences. It is easier to gather people in one or two meeting rooms across the country rather than have them all attend the meeting at company headquarters. However, they must be comfortable. Management needs to think forward and order enough comfortable chairs as well as plentiful workstations for the staff.
Technological advances make it possible for any number of people to meet with the counterparts in another city or across the nation. The equipment is set up and everyone is able to interact with one another, as well as see and hear the others in attendance. To ensure that the meeting is run smoothly ask everyone to contribute to discussions.

 

To make the conference successful, several things need to be set up in advance.
First and foremost, have a plan and stick with it. Meetings are built on their agendas and adhering to it as much as possible will ensure the large web conference is a results-driven meeting.

 

There will be a lot of note taking so make sure there are enough note pads and pens to furnish to everyone in attendance. Refreshments should not distract from the meeting, but they should be available. They help conference attendees to focus more on their work rather than their hunger pangs.
The web conference should be channeled for learning. Whenever someone has the floor, there should not be any sideline conversations. They distract conference goers and rob other attendees of the excitement of receiving important information. Keeping distractions to a minimum and following the tips provided will ensure a well-run large web conference.