Event Preparation and Tips

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Audio Best Practices

  • A dry run sometime before the date of the live call will give all of the presenters a chance to familiarize themselves with the flow of the call and how to use the various conference tools.
  • Log into Click & Meet in order to have complete control over the audio room and participants. (Please note that this does not replace dialing into the audio conference as the host.)
  • Turn off the doorbells and audio prompts to minimize their disruption during the call
  • Mute all participants to eliminate background noise or hold music which can disrupt the call
  • Have presenters use headsets rather than speakerphones for the best audio quality
  • Have presenters mute themselves when they’re not speaking
  • If presenters are dialing into the conference, it is best for them to identify themselves as presenters to the system through the use of an individual access code once they are in the conference room.
  • Sub-conference rooms are recommended before the start of the call to gather all of the presenters for any last minute discussion at least 15 minutes prior to the beginning of the call. This pre-call briefing will not be heard by any incoming participants.
  • Music can be brought into the main conference room by the host with the phone command *75#. Once the call is ready to begin, it can be turned off by the phone command *750#. (Both of these commands must be done with the host line in the main conference. Please note that playing the room music does not mute participants.
  • This pre-call briefing is also to double check sound quality on the presenter lines as well as PowerPoint conversion into Connect or any desktop sharing that will be done during the live event.

Note:
If presenters are dialing into the conference, it is best for them to identify themselves as presenters to the system through the use of an individual access code once they are in the conference room.

This individual access code should be set up prior to the event and can be configured for use by more than one presenter at a time. The code can also serve to un-mute a presenter’s line as well as automatically bring them into the sub-conference room prior to the start of the call.

Cell phones and Skype can be unreliable for good audio quality

Adobe Connect Best Practices

  • When using VoIP or UV, it is best for the host and all presenters to turn off their computer speakers as they can cause echoes and feedback in the call.
  • It is recommended that the Attendee List stays in the Presenter Area and not be shown to participants, especially during large calls, as it will eat up a large amount of bandwidth that could better be used for the presentation itself.
  • It is recommended that camera pods be turned off or frozen if a video is being played, since both of these use a large amount of bandwidth and could cause a great deal of latency or choppiness for participants when used together.
  • Always check the PowerPoint after uploading it into Connect since the conversion process can alter the layout. Check specifically for any pictures not in a JPEG format or non-standard fonts, as the conversion process could strip them out or alter them.
  • Adobe recommends wired internet connections for the best quality presentation.
  • It is best to have presenters try out cameras first during a dry run since it will allow time to troubleshoot if needed.
  • Presenters doing desktop sharing should also familiarize themselves with this process during a dry run in order to ensure the smoothest transitions during the live event.