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One of the first choices you will make is whether you choose to register or not. If anyone is welcome and you want to give access to as many people as possible, do not opt for a complicated registration process.
If you do register the visitors, you will know who is present and you will have access to many more statistics. Moreover, you keep control over who is and is not allowed to watch. It is therefore immediately a piece of shielding from your webinar.
If you choose to register your visitors for your webinar, the second choice is whether you arrange this via a system such as Google Forms, Eventbrite or via the event platform itself.
Do the registration yourself
If you are going to take care of the registration yourself, you still have to email everyone a personal participation link generated by the event platform. Everyone receives a personal link but you cannot log in with this link via different devices or with multiple people. Please note that a deadline must be set until when one can register and obtain a link. This can be a bit more difficult for last minute participants.
Take care of registration via the platform
If you choose to let your visitors register via a platform, it has the advantage that you do not have to email a participation link and login details. These are automatically generated from the platform and forwarded. The disadvantage, however, is that your visitors receive an email from another (unknown) email address. So always make sure that you point out to them that it may have ended up in the spam folder.
Do you opt to not let your visitors register? Then you have the choice whether or not to protect the platform with a password or personal URL. Do you want as many viewers as possible? Then only communicate the correct URL without login or registration.
Most platforms can be adapted to your own corporate identity. Experience shows that you pay a lot of money for this and that you have to do a lot yourself. If you are going to work with Youtube Live, Vimeo or, for example, Zoom, the possibilities are minimal.
So if you want to give your online event its own look and feel, you cannot avoid working with an extensive platform and the costs are therefore higher.
At the moment, we at Sound and Vision The Hague offer a simple platform that can also be quickly and easily adapted to your own corporate identity. A big advantage: it is not expensive.
Streaming is an important point of attention in our search for suitable platforms. Most platforms load a stream via a streaming service such as Vimeo or Youtube. This has the disadvantage that the chance of error messages is high. After all, there is an extra link in between. You also run the risk that your stream will be interrupted during your event because YouTube, for example, can get the idea that you are infringing on copyrights. In such a case, the screen can just go black.
Before making a choice, we recommend that you check with the platform in advance whether they stream directly or not.
We know from experience that not every platform can be visited by your visitors. This is mainly due to security settings. So inform well your visitors well which platforms are suitable. This is especially true for platforms that you have to download such as Teams or Zoom. Some organizations also have a policy about which platforms can and cannot be used for security reasons.
Other platforms only work well in certain browsers and this can cause problems for visitors who have to download a new browser at the last minute and do not have “rights” for it on their (company) laptop or PC. We also notice that more and more people follow an online event on a phone or tablet.
The operation of a good platform should be immediately clear to your visitor. Where can they chat, adjust settings or log in, for example? The easier the platform is to use, the more visitors you will get and keep. An error message is guaranteed to give visitors who drop out.
And also look at the integration of necessary functions in one platform? As soon as visitors have to switch to another app for a quiz or poll, you often lose viewers again.