Host a Web Conference

Technology Required to Host a Web Conference

Let's take a closer look at the technology required to host
a video Web conference. For basics, the Web conferencing
provider needs a computer with an Internet link, a Webcam or
digital video camera for live video, Voice over IP (VoIP) for
real-time audio, software to coordinate the meeting, and
enough space on a server and bandwidth to accommodate the
conference.

Video Web conferencing technology can become complicated with
add-ons that make conferencing more user friendly and
interactive. For example, a video Web conferencing host may
want prepared slide or streaming video presentations -- and
that requires the software to create the presentations, like
Microsoft PowerPoint and Adobe Flash. The host may need text
chat and instant messaging programs to handle a live
question-and-answer session with participants. Or the host
may want participants to be able to participate by using
their own Web browsers rather than special software.

Web conferencing programs bring Web page and Internet
communication tools together to create an interactive meeting
environment, where participants can share documents online
and take an active role in a real-time decision-making
process. The tools brought together in a Web conferencing
program include:

* HTML, XML and ASP markup
* Java scripts
* Flash animation
* Instant messaging
* Streaming audio and video

These software programs sometimes mesh with a company's
existing office communication applications, such as e-mail,
calendar and messaging. This allows the Web conference host
to automatically pull information such as participant names
and e-mail addresses from existing sources, like an e-mail
contact list, for conference invitations.

Depending on the program, Web conference presenters can also:

1. Demonstrate or share software applications with
participants.
2. Make up to 10 participants visible at a time, each in
their own framed area of the screen.
3. Record the Web presentation as a podcast for later
online viewing.
4. Interact with participants for chat,
question-and-answer sessions or response to polling
questions.
5. Use a whiteboard interactively with participants to
diagram and share ideas.
6. Use audio controls to mute or unmute participants and
control their volume levels.
7. Send e-mail invitations and reminders to Web
conference, record registration and actual participation and
follow up with post-conference surveys.
8. Gauge audience participation with mood indicators.

A variety of vendors offer Web conferencing software, such as
Microsoft Live Meeting, Adobe Acrobat Connect, WebEx Event
Center and others. But rather than simply selling Web
conferencing software for companies to use themselves, Web
conference vendors usually bundle the software with hosting
services, provided by a pre-set monthly fee.

Using a Web Conference Host

You could handle all the details of a Web conference
yourself -- from invitations and pre-planning to the event
and post-conference follow up. But using a Web conference
host can make the whole process easier.

Companies that serve as Web conference hosts specialize in
the software and services to make an event run smoothly.
Beyond the know-how and the technology, Web conferencing
hosts also can take on some of the work to make your task
easier.

On the most basic level, Web conference hosts offer the space
you need. You can't have a Web conference without the server
space and bandwidth to accommodate it. Rather than running
a Web conference on your company's server, a Web conference
host lets you and your participants log into their server
using a link and access code.

Many Web conference hosts also eliminate the time and
expertise needed to install and maintain Web conference
software in house. Both you and the participants can take
advantage of features such as chat, file sharing, whiteboard,
simple polls and results sharing, and streaming video without
any special software. However, you may need to download
software for interactive features like complex polls and
remote control of a participant's desktop.

And Web conference hosting companies provide trained support
staff, such as event managers to handle registration and
set-up details, and live-tech support to answer questions
before the conference or deal with any technical problems
during the conference.

The Web conference hosting companies vary in how they price
bundled software and services. The most common ways are:

* Flat monthly subscription: A monthly fee covers services
for as many Web conferences as you need to make during that
time.
* Pay per use license: One-time or yearly fee, plus
a per-minute charge for each conference.
* Shared seat license: One-time fee, plus a charge per
participant (seat).
* Named user license: Yearly fee, plus a charge per
conference initiator (named user) per year.

Larger companies can buy multiple licenses based on the
individual license rate.

If you plan to use a Web conference hosting company, you have
dozens of options. Beyond cost and type of license, here are
some other factors you may want to consider in making your
choice:

1. System requirements -- most conference software is
designed for the Windows operating system.
2. Specific functions you need in software: Do you plan to
use the whiteboard? Chat? Interactive surveys? Meeting
recording?
3. Specific services you need, like an events manager to
help you.
4. Ease of use, both for any needed software installation
and for functions you'll be using during a Web conference.
5. Security, in terms of meeting accessibility and the
vendor's system-level encryption and certified security.
6. Vendor's depth of product and expertise in Web
conferencing.
7. Customer service, based on other companies'
experience.

No conference will be a success without appropriate planning.
In fact, you probably will find yourself spending more time
on planning than at the conference itself.