Breeze Article

Breeze Best Practices For Events

Table of Contents

Conducting A Meeting

A large meeting goes through several stages before completion. From pre-event preparation through post-meeting wrap-up, Breeze Meeting can be used to give attendees a great experience before, during and after the meeting. This section offers suggestions for each of the three phases mentioned.

In addition to specific layout suggestions, we have some overall Breeze Meeting suggestions. These include the following:

Keep layout transitions to a minimum; too many may disorient viewers.

Pre-Event Layout

Pre-event layout for future event attendees.

Figure 8: Pre-event layout for future event attendees.

Prior to an event you may want your future attendees to be able to visit a place where they can learn more about it. Commonly this is accomplished by working with your webmaster to update your pages on your web-site. With Events you can easily update your registration page, but Breeze Meeting can take this one step further. As illustrated in the image above, you can actually set-up your room to accommodate curious attendees long before the event actually begins.

Place brochures in a file transfer pod (Image 8 - A), place bios of your speakers on the layout and even allow for a pre-meeting chat with them to build excitement about the pending event (Image 8 - B). Complement all this with a self-running presentation that provides a sneak peak into what is coming (Image 8 - C).

Note: Remember to place the meeting “On Hold” when training presenters on Breeze Meeting prior to the event so participants that were not invited to the training session cannot enter.

This feature is only available for concurrent usage and enterprise wide license accounts.

The Lobby Layout

Pre-event layout for future event attendees.

Figure 9: Participant lobby display.

The Breeze Events default template provides a layout called the Lobby. Like the lobby outside a conference room, this layout is provided for hosts to engage their attendees prior to the presentation in the meeting beginning. Here are some useful tips to make the lobby as effective as possible:

  1. Introduce your presenters in this layout so the audience has some familiarity with them (JPEGs and bios) (Image 9 - A).
  2. Use an introduction or welcome slide to provide content that will both prepare the attendees for the event and also keep them engaged. If you can create content that prevents your attendees from multitasking and keeps them focused on the meeting, your attendee attention rate will go up considerably. Put this presentation on loop (Image 9 - B).
  3. Convert an MP3 to SWF and play it in the lobby on a loop. This helps create an atmosphere even while no one is physically presenting (Image 9 - C).
  4. Use the Presenter Only area to chat with your presenters and determine when they are ready to go. You can also respond to chat questions coming in from the Q&A Chat pod.

The Ppresentation(s) Layout

Host view of Presentation layout with Presenter Only Area Displayed in gray perimeter.

Figure 10: Host view of Presentation layout with Presenter Only Area Displayed in gray perimeter.

When your meeting is ready to formally begin, you will transition your attendees from the lobby layout to your first presentation layout. This section provides tips for this step in your live meeting.

The presentation format is focused on the content. For that reason, some good tips for making your presentation successful include the following:

  1. Place speakers’ content in their own pods. Rename the presentation pod and subsequent pods after each speaker so you know where their content is and how it is queued up (Image 10 - A).
  2. Create a presentation you can share in the Presenter Only area that will inform presenters about the time restrictions of their presentation to ensure they do not go over their limit (Image 10 - B).
  3. Post an agenda on each presentation layout in the Presenter Only area to keep presenters informed about what is coming next. It is important to update it throughout the presentation to make it easier for presenters to read quickly (Image 10 - C).
  4. Try to keep presenter distractions to a minimum. If possible, always have a host help run the meeting who does not have to present. They can answer the Q&A Chat pod and transition layouts.
  5. Use the audio and video Chat pod when possible for VoIP broadcasting of the audio portion of the meeting. This is a cost-effective way to provide audio within your entire meeting. When you do, always keep the pod accessible in each layout (Image 10 - D).
  6. Do not include video unless your presenter is comfortable with using a web camera correctly. This includes looking at the web camera when speaking, having a background and attire that does not distract from the speaker, and limiting sudden movements. When used properly, the web camera can be very effective in large meetings. However, if a speaker does not have the training or equipment, using an image of the speaker with the audio portion of the audio video pod is sufficient.

Poll Layouts

Participant view of polls that have been broadcasted.

Figure 11: Participant view of polls that have been broadcasted.

Polls are a good way to keep the participants engaged throughout the event. If you intend to poll your audience you should consider how many polls you intend to take. Here are some quick tips:

  1. Share the results of the poll with the participants to satisfy their curiosity (Image 11 - A).
  2. With fewer than three polls it is best to keep them within your follow-up layout or even within a presentation layout.
  3. With more than two polls, it is best to create a separate layout specifically for your polls. This makes it easier to bring polls in and out of the presentation quickly and keeps them together for later viewing and reporting.
  4. Unless you want your audience to take multiple polls at once, make sure you close one poll before opening another.

Question & Answers Layout

Q&A layout.

Figure 12: Q&A layout.

Towards the end of the meeting you can direct the attendees to your question and answer layout. This layout is intended to give your attendees an interactive experience where they can engage with the speakers and host to receive additional information. Questions and answers are a good opportunity to get as much attendee feedback as possible. Here are some suggestions to make this layout successful:

  1. In addition to enlarging the Chat pod for Q&A, consider using Breeze Presenter to create a survey that can be displayed through a Share pod.
    Sample survey in Breeze Meeting.

    Figure 13: Sample survey in Breeze Meeting.

  2. With a survey there is no expectation of seeing the responses, so you don’t need to share results with participants. You can also ask different types of questions not available in most web conferencing applications like Lykart Scales as displayed above (Image 13).

Follow-Up Layout

Once the meeting is over you may still want to pull together information from the event; creating a follow-up pod is a great way to accomplish this goal. Common information you may want to access post meeting and allow for others to view includes the following: polling responses, the Q&A Chat pod and a bulletin board for follow-up conversations. This is also a good place to post files.