How Web Conferencing Can Be Used for Event Planning

Depending on the size of the event, you may need an upgraded web conferencing plan such as our managed operator-assisted conferencing service.

Web Conferencing Event PlanningWeb Conferencing Event Planning

Planning events requires a great deal of coordination. Whether you’re part of an event planning committee or managing the details on your own, Web Conferencing Event Planning can bring everyone together for virtual meetings.

In fact, most people have everything they need to join web conferences in the palms of their hands — a smartphone.  Attendees can join using smartphones, laptops, desktops, and tablets. Voice-only access is also possible using a standard telephone.

Web conferencing may or may not be your main communication method as you plan your event. Whether using it frequently or as a supplement, you’ll find this method has several advantages over meeting in person:

  • Web conferences can be held at a moment’s notice. T
  • No one needs to travel to attend a meeting.
  • It’s easy to share files with the group.
  • There’s no special equipment needed.

Ways to Use Web Conferencing Event Planning

There are many ways you could use Web Conferencing Event Planning

Here are a few examples:

  • Committee meetings — In-person meetings make sense when the entire committee works in the same building, but this isn’t always the case. If your committee members are from different organizations, holding the occasional web conference can save everyone driving time and hassles. Plus, it’s nice to have a break from traditional meetings. Since everyone can attend from the comfort of their own homes, virtual meetings are more convenient. Likewise, you may have more flexibility as far as scheduling goes.
  • Crisis control — Web Conferencing Event Planning is especially helpful when there’s a crisis that needs to be resolved promptly. Rather than waiting until the entire committee can meet in person, you could hold a quick web conference to discuss the matter and brainstorm potential solutions.
  • Sharing information — Need to go over the catering menu, pick out centerpieces, finalize printed materials, or even review a YouTube video with others? Web conferences make it easy to share your screen so that everyone can see the same graphics simultaneously.
  • Meetings with vendors — Even if your committee can meet in person most of the time, chances are you’ll need to interact with external suppliers like disc jockeys, caterers, florists, banquet coordinators, and security providers. Web conferences can be used to get acquainted, clarify expectations, discuss logistics and concerns, share new information, and more.
  • Hosting the event itself — In addition to planning events, web conferences may even be the main event. Webinars and teleseminars are good examples of this. Depending on the size of the event, you may need an upgraded web conferencing plan such as our managed operator-assisted conferencing service.

Whether you’re involved with planning weddings, galas, mixers, charity golf tournaments, team-building retreats, seminars, conferences, trade shows, horse shows, sporting events, concerts, festivals, assemblies, civic events, or any other type of gathering, web conferencing is an excellent tool for communicating and planning.