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Breeze Article

Breeze Best Practices For Events

Overview

Large meetings require preparation. The greater the preparation, the greater the success. This applies to the content, people invited to speak, people invited to attend and your Breeze meeting room creation. This overview provides Breeze customers with the capability to create and manage large-scale meetings using Breeze Meeting and Breeze Events.

Requirements

To complete this tutorial you will need to install the following software and files:

Breeze Meeting

Creating Your Breeze Content

Breeze Events allows you to use the advanced registration, notification and reporting features with any type of Breeze content. This includes presentations created in Breeze Presenter, courses and curriculums created with Breeze Training and live meetings using either the Breeze Meeting or Seminar Room options. The later scenario is the most common one.

Before you can use the Event Management option, you must create some form of content, a Breeze meeting, seminar room, on-demand presentation or training to associate with the event. Whenever you create content it is important to keep the content name and information as consistent as possible with the event information. Below are some tips on preparing content for an event.

Breeze Meeting

Although you can use Breeze Events with any type of content, online event management tools are most commonly matched with web conferences. For that reason, let's review how you would go about creating a meeting for a large event.

To make an online meeting successful, you must take the time to prepare the content that will be displayed, room and presenters. The information in this section applies to seminar rooms in addition to the Breeze Meeting option.

Meeting Setup

  1. Name the Breeze meeting the same way you intend to name the Breeze event. This will maintain consistency in the experience for the user.
     Selecting default event template.

    Figure 1: Selecting default event template.

  2. Choose Default Event Template from the template options (Image 2). This provides you with a meeting room already designed to support larger meetings. For instance, any template can be customized to make use of pre-event and post-event layouts.
  3. Use VoIP to stream your audio to as many as 2,500 attendees at no additional charge. As an event is a one to many experience, this is often the best way to create a controlled and successful experience.

In-Room Setup

  1. Pre-load all content prior to the actual event. In fact, it should be there prior to training any presenters if you intend to have someone who has not used the product before present live.
  2. Adjust the layouts and pods to meet your particular needs. You are provided with a great template to start with, but you can always customize it.
     Bandwidth setting.

    Figure 2: Bandwidth setting.

  3. Set the meeting room bandwidth to match your audience capability. If you do not know what kind of bandwidth your audience may have, you should choose the a lower bandwidth setting than LAN, such as DSL, so all participants have a consistent experience across all connections
  4. Add an agenda to your Presenter Only area to remind yourself and others in the meeting what is coming and when.
    Numbering your polls to their sequence.

    Figure 3: Numbering your polls to their sequence.

  5. Create all your polls prior to the event itself. This makes the polling session much more seamless. Make sure you number each poll in the sequence you intend to introduce them in the meeting. This makes it much easier to find them when it is time to launch a poll.
  6. Use the lobby to keep your audience engaged in the meeting prior to the actual presentation. This can be done with self-running presentations through Presenter, SWF games or even the simple use of chat.
    End Meeting prompt to save landing page for attendees.

    Figure 4: End Meeting prompt to save landing page for attendees.

  7. If you would like to have your attendees automatically visit a web-page once the meeting has ended, go to the “Meeting” menu and select “End Meeting” (Image 4). This will launch a prompt where you can enter a URL where all attendees will visit at the end of your meeting, hit “Save Message” to complete this step.

Breezse Presentations, Courses & Curriculums

Other forms of Breeze content require attention in the production of the content and the outline of the courses. With the exception of curriculums that can include the participation in a Breeze meeting, all other forms of content are on-demand and do not require live interaction preparation. Because of this, less time is needed for preparation. However, there are some tips you should always remember when creating an event around Breeze content.

  1. As with Breeze meetings, you should always attempt to name your presentations and courses consistently with the event name.
  2. Using the Content library, Breeze users can define whether anyone can view a presentation or whether only defined users can. When you want to validate whether an unknown user can view your content, set the event to “approval required” and the presentation to “allow public viewing”. This ensures that a person can register and quickly view the presentation once you have approved them.

Creating an Event with Breeze Events

Breeze Events is designed to provide an easy-to-use, advanced, registration, notification and reporting system to support your online event goals. Typically, customers initiate events to increase and qualify potential leads, train and announce wide-reaching news (like product launches, public relations, earnings reports, etc.). The Events application makes it easy to invite large groups of people, post custom registration pages and open those pages to as few or as many people as you like. You can then take all the information about individuals who were invited, registered and attended to determine their level of interest in your message. Below are some tips on creating an event.

Event Setup

Setting up an event requires consideration. Do you want to post a link on your website to a registration page so the whole world can register? Do you want registration to be perpetual or do you want it available only for one period in time? How many people do you want to attend and which ones should be pre-approved? Below are some tips to help understand best practices for setting up an event.

Examples of making a folder public and private.

Figure 5: Examples of making a folder public and private.

  1. Determine whether you want this event to be accessible using a public URL or accessible only privately to invited people. Once you have decided, create a new event in a folder that represents your desire for one of the two options (Image 5).

    Note: A best practice is to name your folders based on whether they are public or private. You may also create every event in a private folder, and then move it to a public one, once you are comfortable with having it public. This gives you the opportunity to provide selective registration before opening the event publicly.

    Event information page.

    Figure 6: Event information page.

  2. Name the event the same as the content it is representing (Image 6 – A).
  3. Set a unique URL that maps to the content (Image 6 – B).
  4. Use the summary description to provide all the information that will incline a person to register as this is what is displayed to potential registrants before they continue with registration. It is designed to give enough information to make people interested, but not burden a public listing with too much information. This should include speaker information, and so on. In short, be brief in this field (Image 6 – C).
  5. Use approval only if you are concerned about a URL being passed around or are placing registration access to the public through your website (Image 6 – D).
  6. When creating the registration, try to be brief. You can ask as many questions as you like, but most registrants have a limit to how long they will spend registering for an event. Ask your key questions and place them above the fold for better response.
  7. Check and recheck your e-mail lists before attempting to import them. This is so you can ensure that you don’t have any erroneous email addresses, you do not send emails to someone who has opted out of receiving them from you, and you have correctly formatted the CSV.
  8. Set up both your invitations and reminders prior to publishing the event. You may customize the messages however you choose and specify the time when you want them sent.

    Note: An e-mail best practice is to set your email invitations to go out at least one day later than your intended publish date. Once you publish an event you cannot unpublish it. But you can arrange to send the email invitations later so as not to have people view your event should anything be wrong.

    Example of an event preview of registration page.

    Figure 7: Example of an event preview of registration page.

  9. Preview all your event information prior to publishing the event (Image 7).
  10. You may choose to use Macromedia Contribute to further customize the registration pages.

Publishing an Event

Once you have thoroughly reviewed your public pages and e-mail options, and locked the meeting room (if you are using one), then you may publish. The best practice for publishing is to always publish in a Private folder first. Once you have viewed it live and it meets your satisfaction, you may either move the event to a public folder, making it available on your website, keep it private for a limited time, to create the notion of exclusivity which may boost email receptivity, or simply keep the event private (see Image 5)..

Pre-Event/Post-Publish Activities

Prior to conducting a live event, the event coordinator should ensure proper notifications have been sent at the appropriate times. Response to registrations is often a direct result of the amount of work that went into creating a meaningful message and getting it out to the public. Some best practices in this stage include:

  1. Once your first reminders are sent, going back into the application and scheduling a second reminder closer to the event date.
  2. Changing the Event Summary and Event Detail one week prior to registration closing to create more buzz around the message.
  3. Using reminders to send people to the Pre-event layout (if you have a concurrent usage or an enterprise-wide license account) to allow them to learn more about the event. No webmaster needed!