As we learned in the first part of this article, streaming media is the technology that allows you to hear audio and see video transmissions over the Web without having to wait for the media to download the information to your machine.

Part two, the final chapter of our two-part series on streamed media, covers the day of the event and helpful tips for executing your meeting. 

Your Live Event Countdown
Lockout
.  
Begins one hour prior to the scheduled start time. During the lockout, you cannot upload new slide content or participate in a rehearsal. However, you and your presenters can log on to the live host page. 

Tip:  
If you are advancing your own slides, log on to the host center at least 30 minutes in advance.

Check-In
Begins 20 minutes prior to the scheduled start time. During check-in, attendees will be able to log on to your event and begin downloading slides. They will hear music until the live video begins.

Tips:  
Add a welcome page and a few slides that can be viewed by participants waiting for the broadcast to begin. This gives the audience a countdown and chance to check that they're receiving audio.

Monitor attendance. You can use the participant control to get a quick view of the first and last names of participants and a list of total participants. You can also monitor participant to see who's logged on successfully, who's still downloading graphics and who's disconnected.

Live
Begins when the host or meeting manager selects the LIVE button. When you do this, attendees will be able to see the live video stream. This is also when a recording or an archive of your event starts.

Tips:  
Start your conference by reviewing your meeting agenda.

If you have multiple presenters, ask them to keep their video units on mute until they're ready to speak.

Introduce your presenters and moderators. Have participants introduce themselves at the beginning and as often as necessary during the conference.

Explain how Q&A will be addressed.

Pause after speaking to give participants at the other end a chance to ask questions.

Improve productivity of trainers. Learn where their training session was effective and where they need improvement.

Helpful Tips
Video Basics
  Adjust the camera when presenting using the zoom and pan controls.
Frame yourself on the monitor screen so that your image appears from your waist up, with 10% of the total picture appearing above your head.
Remember to look at the camera. Try to keep a pleasant expression.
Be yourself and speak in a normal voice.
Avoid shuffling of papers or tapping objects near the microphone.
Keep curtains and blinds closed.
Make sure lighting is appropriate.
Don't wear the same colors as what's in the conference room.
Avoid wearing stripes, plaids and reds. Blue shirts, blouses and blazers look the best.
Limit hand gestures, coughing, finger drumming and side conversations, especially near the camera and microphone – they're distracting.
 
Use Reporting Information to Your Advantage
Many streamed media events allow you to capture information about your participants and their opinions. This information can help you and other leaders plan for future events or to follow up with meeting participants. For example:
Webcasts are ideal for customer surveys or focus groups. A marketing manager could use the polling responses to make improvements to a product or Web site.
If individual responses and e-mail addresses are captured, you may wish to use this information to build a prospect contact list.
Q&A results are great for building FAQ documents.
FAQs can be distributed via e-mail or posted on a Web site.
Find out how much your audience really learned during your training session. Based on the analysis of Q&A and polls, you can send out supplementary information when you remind people to watch the replay of your event.
If you have the ability during your Webcast, create polls that ask about technical difficulties. By analyzing the polling result, you can find out who had problems and why.
Improve your presentation skills. Review your own presentation via the video replay to find out where you can improve. Consider audience feedback so you'll know what to do different next time.
    
Post Event Follow-Up
Send a thank-you note to attendees.
Request feedback on the event.
Include information on how attendees can view the event replay.
Send follow-up messages to individual participants.
Create and distribute a FAQ document based on the results of the Q&A.
Analyze the results of your event. 

Well that's it for our tour of streamed media meetings. Hope you've enjoyed it!

For more information on planning or hosting your next streamed media meeting, visit WorldCom Conferencing at e-meetings.wcom.com/webcast/ or call 1-800-480-3600.


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