The Format
Virtual events are delivered via telephone and web, and allow you to present from wherever you are on the event day. The web conferencing component is used for displaying visual content. All you need to be able to fully participate is a telephone line and a high-speed Internet connection.
This medium is best suited to a lecture style presentation rather than a workshop. The audience is in listen-only mode throughout the event, except for specifically designated Q&A periods, at which time the participants can ask questions directly of the speakers. Listeners are instructed on how to queue up to ask a question. The moderator calls on one site at a time, and that site's line is opened up to be able to interact directly with the speaker(s), while the other sites listen to that conversation. When that site's question has been answered, it is returned to "listen-only mode" and the next site in the queue is called on in the same manner.
The polling feature is available to you and allows you to ask yes/no, true/false and multiple choice questions of the audience. The answers are tabulated real-time and can be relayed to you and the audience within a few minutes, or to you after the event.
Incorporating Internet Visuals
There are many features built into the WebEx Web conferencing software used to display visuals to the event participants.
You can do such things as:
- Show PowerPoint slides (any text and/or pictures that can be converted to a web file format [e.g., HTML, JPEG, GIF, etc.])
- Conduct real time Q&A and polling of audience
- Take attendees on a tour of websites
- Show Windows based applications running on your PC
- Type or draw on a whiteboard
Example Timeline For Speakers
- Six to eight weeks before the event (Week of _____)
Three to five key talking points and a short bio for program announcements. We will use the information you provide for the event promotion. We'd like to start marketing the event about 6 weeks prior to the event date. - Four to six weeks before the event (Week of ______)
First orientation call - time needed for this is approximately 60 minutes. During this extremely important orientation call you and a KRM staff person will discuss this distance learning medium, review your event's format (Q&A sessions, polling questions, order of speakers, etc.), and answer any questions or concerns that you may have. We will also verify the phone number where KRM audio engineers can reach you on the day of the event to connect you to the event. KRM staff members will also demonstrate the features of the Web conferencing tool to you so you can think about how to use the software tools as you prepare for your seminar. - Two to four weeks before the event (Week of ______)
Your finished set of PowerPoint slides and any supplemental materials should be sent to us electronically. We will forward them on to KRM. KRM will load your slides into the web conferencing software. A copy of these slides, along with any supplemental materials, are sent to the registrants in .pdf format. - One week before the event (Week of ______)
Second orientation call - time needed for this is 30-to-60 minutes. During this second orientation call the KRM moderator (the on-the-air host for your event) will review your event format again and go over the final details of your event. - Two to five days before the event (between ____ and _____)
Sound check: please contact KRM at 800.676.2904 between 8:00 am and 5:00 pm Central Time to set up and test the phone and headset you will be using on the day of the event. When using KRM Virtual Seminar, KRM can send you a headset to use unless you have a headset you would prefer to use. You may use your own headset if you if it has a mute feature and the ability to adjust the outgoing volume. We discourage the use of any cordless, cell or speaker phone. - Event Day
30 MINUTES prior to the start of the event, go to the URL that KRM provides to you. Approximately 15-20 minutes before start time, KRM's audio engineers will start calling the speakers. KRM audio engineers will conduct a final sound check and you'll be placed into a private pre-event conference area to discuss last minute details with your KRM moderator.
Exactly at the event's scheduled start time, the KRM moderator welcomes attendees, makes announcements and introduces the speakers. The moderator manages the polling and question-and-answer features.
