The virtual meetings are meetings taking place through a video communication tool, with participants attending them remotely.
Events which would need the virtual meetings solution
- events not physically happening, only planned online
- events which cannot happen physically, but having plenty of pre-scheduled meetings which should not get lost.
System requirements for virtual meetings
- latest browser version installed is recommended, but not always necessary
- camera is recommended, but not necessary, the meeting can take place anyway
No previous software installation is needed, the meetings are integrated in the b2match platform.
Keep participants informed
If switching to virtual meetings was a later change, of which participants were unaware of
- add an announcement on top of the home page
- email all participants via Messages (Outbox).
How It Works
Overall, the virtual meetings happen similarly to the face-to-face ones, with the exception that they take place remotely, through video conference, or they involve at least one remote participant who will take place at the meeting through video conference. The scheduling and request modes remain the same, as set by the organiser in the organiser's tool. The participants are recommended to use a computer with integrated webcam or a webcam.
For fully virtual events
In this case, all the meetings will take place online.
In this case, some participants will physically attend the event, while others will participate in the meetings remotely. In this case, the organiser needs to edit the participation types accordingly (On-site and Remote) and collect the data from the participants - whether they will physically participate or not. This can happen as follows:
- by using the participation confirmation to ask participants to confirm or cancel the attendance; if they cancel their attendance, they need to register again and choose the virtual participation type.
- by sending them an email and asking them to reply whether they will participate remotely or physically. In this case, the organiser needs to manually edit the participants' participation type. Participants who will attend remotely, need to update their time zone in their profile.
- we recommend adding separate sessions (virtual and on-site) and apply registration rules. The participants who attend virtually, should not be able to select on-site sessions for logistic reasons; participants who attend on-site sessions should be able to choose both type of sessions.
As seen during registration
In case the organiser will opt for both type of participation (on-site and remote), participants will be prompted to choose if they're attending the event online or if they will be physically present at the event.
If additional participation types are defined, they will be displayed afterwards.
The participation type can be edited in Configuration - Participation Type. If, let's say, investors will be attending both face-to-face and virtual meetings, we need to have two types of investors: On-site and Remote.
The rest of the registration will happen as usual, with selecting the attendance and filling in the profile information.
How participants will be displayed
On the Participants list on the website, it will be displayed which participants will be available remotely, for the virtual meetings, and which participants will be available for the meetings on-site.
When accessing the participant's profile, click on the Meet Online button, under the profile photo.
Depending on the settings chosen by the organiser, the meeting will be automatically accepted, pending, or the system will prompt the participant to choose a time-slot for it.
After the meeting has been requested, the information about it will be displayed under the profile photo and in Meetings: the date and the time of the meeting, if scheduled; whether the meeting will take place online or on-site; the time remaining until the meeting.
Meetings taking place remotely
At the agreed time, go to Meetings, and click on the Start Meeting button.
Depending on the previous settings you have on your computer, some browsers will ask permission to use your microphone and camera, others won't. Make sure these permissions are enabled, as you won't hear/see your meetings partner if they aren't. More on technical requirements for virtual meetings here
A virtual meeting can be started at any given time before its ending time and it won't stop automatically. One of the participants has to end it. The remaining time is displayed on the green card in the top right corner, as the End meeting button and the Invite guests button.
The next meeting card will be displayed with one minute before the next meeting. Clicking on Start Next Meeting will end the current meeting and will start the next one.
The participants are also able to share their screen, via the share screen button.