Increased Meeting Shelf Life
Historically, expanding your audience beyond the live location has been difficult and costprohibitive.
Webcasting and video conference tools, combined with broadband internet technology,
now offers your organization cost—effective channels to target new audiences. Leveraging the power of
social media and the internet allows your organization to easily reach huge, global audiences at minimal
incremental cost. This competitive advantage is key to leveraging meeting investments. In addition to a
remote audience “attending” a live meeting by webcasting, the meeting also remains available 24/7
online. Using secure registration tools, the live event now has an infinite shelf life.
Terms & Conditions: Free-Video-Conference-Meetings Promotion
1. Free Webcasting services available to companies that book a minimum of 25 day meeting
packages at the applicable rates and inclusions.
2. Limited webcasting systems available. Webcasting requests are scheduled based on availability.
Alternate dates/times will be offered if any conflicts.
3. Offer is valid on previously booked, non-discounted, day-meeting-package (DMP) business.
4. One (1) webcast connection and producer support is included on this promotion for two (2)
hours. Additional webcast connectivity is available at discounted rates. Standard audio visuals (LCD
Projector, House Audio/Sound) are included in the day meeting package. Additional audio visual
equipment such as microphones in audience for interaction with remote speaker, and technical support
are available at an additional cost.
5. Any third-party bridging service and support staff, at additional charges
6. Rehearsals in advance of meeting date subject to additional equipment, facilities, and support
charges.
7. Meetings may be scheduled Monday to Friday from 8 AM to 6 PM and Saturday from 8 AM to 1
PM. Weekends and holidays are not included in the Free-Webcast-Meetings Promotion. Building
overtime charges will apply for weekday meetings starting before 8 AM and/or ending after 6 PM, and
on weekends/holidays.
8. Cancellation provisions apply to canceled meetings unless the Concierge Center is notified in
writing no less than 10 business days from the scheduled start date.
Call Nate Ingram at 212-735-0072 for more information.
How Webcasting Works
Capture and stream live meetings to leverage meeting investments and extend the meeting “shelf
life.” Webcasting saves money, as the entire audience does not have to be in the same room to “attend”
an event.
Concierge Conference Center is THE webcasting specialist. We provide a full film crew and live onsite
webcasting for events at its 780 Third Avenue location. We’ll orchestrate the technical details and
stream your event live on your web server – or ours – at extremely reasonable rates.
Services include:
• Single-camera webcast package
• Multiple camera package (designed to capture both the presenter and audience for a richer
remote participant experience)
• Webcast in SD or HD
• Broadcast using a player that automatically detects correct bandwidth
• Capture the entire event or just provide encoding services
Expanded services include:
• Post-meeting editing to deliver a more polished archival version of the event, suitable for
online or DVD distribution
• In-person or web conference meeting to review requirements and develop step-by-step
solutions
• Camera crew, audio engineers and encoding technicians
• Live streaming via our global content delivery network partners
• Work with your developers to ensure seamless integration of the webcast on your website
• Technical support during your live event
• Insertion of trailers, bumpers and advertising in the live stream
• Delivery of viewing statistics the next day
• An archive copy of the webcast to display on your site
• A polished video file, DVD or tape of your event
Broadcast and promote your next live event with Concierge! We can provide all of the technology
and know-how to make your webcast a success.
What is a Webcast?
Online conferences or web seminars – webcasts – use the internet to broadcast an event to a
targeted audience. Webcast meetings are interactive and collaborative. They are in real time, so twoway
communication is live via instant messaging applications or other software between a participant
and the conference leader, or across the team, depending on how you customize the meeting. You can
instantly share content and visuals, watch and listen to presentations or ask questions and make
comments – live.
When logging-in on a webcast hosting service, participants need only a phone, a computer and an
internet connection. Most providers also allow for recording or archiving the presentation, so it’s
available on-demand after the event. Typically, promotional webcasts are invitation-only and free of
charge.
What can webcasts do?
Versatile and efficient, webcasts can be used for any business or entertainment application your
organization may need, from training to product launches, from investor relations meetings to lead
generation.
But webcasts can’t replace in-person meetings. Instead, you need to play to the strengths of this
unique medium. Webcasts offer:
• Effortless reach to a broad and diverse audience, from 20 to 2,000 participants
• An alternative to the expense of travel for remote participants
• Immediate feedback during the webcast. Presenters and facilitators can ask for comments
or mount an instant poll.
Webcasts also are useful to reach clients or influential buyers who may be unwilling or unable to
meet face-to-face. For example, consider a “virtual” wine tasting! Several days before an event, a wine
distributor shipped samples of the tasting wines to all participants. Then, at the appointed hour,
everyone logged into the conference and sipped in unison while learning about the wines they tasted.
Imagine interacting with your target audience on that level!
How do I prepare of a webcast?
As with any marketing tactic, return on webcast investment is driven by proper advance planning,
setting reasonable goals and collaborating with an experienced technical staff. It is crucial to clearly
identify and hone the meeting and webcast objectives before planning a webcast.
Effective marketing is the next step to ensure that you are reaching your target audience. Start
early, so there’s time to recruit and confirm an in-demand speaker. Don’t forget to research your topic!
Announce your webcast at least a month in advance. Send reminders at the two-week midpoint,
the day before and the day of the event. Plan on a sizeable drop-off rate: some registrants will not
attend because they forget, can’t make it or experience technical difficulties.
What content works best?
Webcasts can be as simple as a speaker with a white board or as sophisticated as multimedia
streaming. Webcast tools are never the hard part, although reception will vary according to user
technology and hosting tools. The biggest challenge is creating and delivering engaging content.
Think of a webcast as “illustrated radio”. Presentations and messages must be well-written and
well-paced.
Presentations should be short and concise, with a moderator interviewing the speakers, similar to a
talk show format. Encourage banter among presenters and participants. Presentation slides should
move quickly and rely on visuals to illustrate the points of your scripts.
What kind of follow-up is effective?
Once the event is over, capture participant information to further influence and market your target
audience – both live participants and remote audiences. Keep contact with participants after the
meeting via opt-in e-mail lists. For e-learning or training, consider e-mail assignments or online bulletin
boards. If the webcast is recorded, send notices to participants who dropped out with a link to the
archived event. This webcast material should be configured in “chapters” for easy index to areas of
interest.