A webinar room or, in other words, a conference room is a type of a webpage where a webinar, a web conference, or a meeting is held.
Usually, an online webinar room will consist of several components, namely:
1. Main window. It is intended for demonstration of the presentation broadcast by the person, which conducts the event.
2. List of people present in the webinar. It will include both webinar users and moderators.
3. Text chat. This feature enables all participants in the webinar conference room to communicate with one another and the presenter.
4. Presenter’s video stream.
Many webinar rooms include additional features such as:
- A possibility to share files with participants and other presenters.
- An interactive whiteboard to explain and clarify points of presentation.
- Polls, tests and surveys for participants.
Things to Consider When Choosing a Webinar Meeting Room
1. Webinar meeting room capacity
At the beginning try to get a clear understanding of the number of people planning to visit your webinar. To do this, create a landing page for pre-registration and analyze the numbers of sign-ups.
Based on the results, choose a webinar conference room with the appropriate number of seats.
Yet, not everything can be foreseen, and there are situations when you get a larger number of visitors than the online webinar meeting room you have can host.
Generally, in such cases, most webinar service providers offer a possibility to add the necessary number of seats to the current capacity.
2. Online data storage size
People have different requirements for webinar platform.
Some of them would only need a video broadcasting and one keynote, and thus would be happy with a standard webinar meeting room.
Others would prefer demonstrating several PowerPoint keynotes, images, and videos. In such case, the size of available online data storage should be considered when choosing a webinar conference room.
3. Recording and editing
Is there a “Record” button inside your webinar room? Will you be able to view, edit, and distribute your webinar recording later?
There are many reasons to look for a webinar room with a recording and editing option.
First of all, you get a chance to look at yourself from a perspective of your audience, discover your weak spots, and improve.
Second of all, you can send a recording to those who registered, but did not show up for your webinar and thus build goodwill.
Finally, you can use a webinar recording as an automated webinar, in such a way creating a permanent lead generation funnel.
4. Intuitive design and ease of use
How easy is it for you and your participants to use your chosen webinar room?
Is the UX design smooth, or does it leave more to be desired?
Do you need to download any extra apps and plugins in order to use a webinar software?
While installing an app or two may not be an issue to you, it can definitely pose a problem for your less tech-savvy participants.
You should always give preference to simplistic and minimalistic webinar rooms, if not for yourself, than for your audience.
5. Interface localization
A rule of thumb for a successful webinar would be ensuring your visitors don’t feel any language barrier. That is why it would be a great idea to select the webinar service provider that supports several localizations for its service.
For example, MyOwnConference supports 16 languages.
6. Customization options
Customization does not only make your webinar room look prettier. It can also greatly contribute to your marketing efforts.
Being able to customize your webinar room in your company colors and add the brand image, logo, slogan can go a long way in boosting brand awareness and increasing consumer loyalty.
What is more, you can add your partners’ symbols and icons either as a gesture of goodwill, or as a part of your affiliate marketing agreement.
7. Test drive availability
It is much more convenient to test things you buy before you actually pay for them.
Most webinar platforms already provide you with a test webinar conference room for free. This way you will have a chance to get a clearer insight into the service even before you start your webinar broadcast.
On the contrary, if a demo version is not available for testing purposes, the whole thing could turn into a huge disappointment.
8. Tech support responsiveness
Will you be able to contact tech support while streaming your webinar in case something goes awry?
If there is no tech support on duty, it will be much harder for you to fix your webinar room.
As a result, you may end up losing a lot of money, as you will be forced to compensate your participants for the unsuccessful event.
What is worse, you may lose your dedicated fans, who will think twice about joining your webinar next time around.
9. Integration features
It is a good idea to find out in advance if you can integrate your webinar room with your website.
Many users nowadays want to watch webinars on phones and tablets. Does your webinar room have Android and iOS compatibility?
Can you stream your webinar on Facebook Live and YouTube?
You should be aware of the available integration features before you commit to a particular webinar room.
10. Invitation options
Usually there are three invitation options: webinar link, signup form, and landing page.
A webinar link is the most basic one: you just share link to your event via your website or social media channels.
While quite simple, this option does not allow you to collect participants’ emails for further marketing, or do analytics.
To build a solid email list, your webinar service should offer a possibility to create a signup form.
It should also be possible for you to integrate a signup form into a landing page.
This way you can engage your audience with a good webinar description and do analytics with tools such as Google Analytics, Google Tag Manager, etc.
If marketing and analytics are important to you, make sure you can create signup forms and landing pages for people to join your webinar room.
Working with a webinar room
The first step is selecting the webinar provider. As a rule, most of them require pre-registration before you actually get access to its features.
After you have passed the authorization procedures, you will be able to utilize the key features of an online webinar room, e.g. keynotes demonstration, screen sharing, broadcast recording, communicating by means of an in-built chat.
Choosing a webinar room can be a lengthy process, but it becomes much easier once you know the selection criteria.
Here are some questions you need to ask yourself before opting for a particular webinar room:
- Is it easy to use for an average, non-tech person?
- Does it offer enough seats and storage capacity?
- Does it include the necessary integration and customization tools?
- Will you be able to contact tech support in case an issue arises?
- Is there an option to record and automate your webinar?
Once you answer these questions, you will be able to make a more informed decision as to whether that webinar room is the right choice for you.