STANDARD LIVE EVENT SERVICES
Pre-Event
Registration Guidelines
We provide multiple registration options, including a hosted website, electronic forms submission, automated call system, etc. We will develop a secure website that will serve as the primary portal to direct attendees to program information, calendar of dates, and online registration. These features can be modified to meet specific requirements. This site will be hosted on a MedConference LLC server and linked to our learning management system, which automatically generates the enrollment confirmations, reminder emails, logon instructions, event enrollment and other administrative tasks.
Live Telephone Registration
We provide a dedicated toll free number for live telephone registration. Live telephone registration operators are staffed Monday through Friday from 8:00 AM to 8:00 PM EST. A voicemail box will be available outside of the staffed hours to capture participant’s information; all participants who leave a message will receive a return call to prior to the registration being processed to confirm that the information received is accurate.
Confirmation, Reminder and Thank you e–mails
We will provide standard verbiage that will be utilized through the automated learning management system. This will serve as the basis for you to build the communications that will be delivered via email to the registered participants and attendees. All communications will be customized to meet your specific project needs and will be approved by you before distribution.
Coordination with Approved Speakers
Once you have identified your presenters for the events, we will coordinate with your speakers to determine their availability to lead the live events. Once a schedule has been created, we will coordinate with the scheduled speakers to conduct the required technical checks and speaker training prior to the speaker’s first scheduled live event.
Standard Operating Procedures / Facilitator Guide
We will create written Standard Operating Procedures for each of your events. This document will include a facilitator guide that will be utilized during all live events by the MedConference Facilitator.
Events Created and Content Uploaded
We will create all the events in the MedConferenceLive platform and upload your approved slides into each of the live events. At this point the slide formats will be reviewed by us to ensure the best quality of the presentation during the live event.
Exit Evaluation
We will create a URL that will be linked to the end of the live event. When the event is completed, participants will be directed to complete the post-event evaluation. The questions and information captured on this form will be provided by you.
Participants Created and Enrolled
We will create a distinct user name and password for each registered participants. This information will be needed by the participant to access the live event. All registered participants will be enrolled in the appropriate event.
Post Event Services
Reporting
We maintain a confidential database of all relevant data collected in conjunction with each event. Data can be reported electronically (custom web access or emailed files) or via hard-copy reports. You will also have 24/7 access to a reporting page to track your events.
Live Event Support
Facilitation
All live events will have a MedConference facilitator. The facilitator will log into the live event 1 hour prior to the event start time to complete all pre-event technical and audio checks with the presenter and will make periodic welcoming announcements as participants join the event. The facilitator will remain logged into the live event through the duration of the event and will provide support for the presenter. Our facilitators will further assist your speakers by:
- Advancing the PowerPoint slides.
- Monitoring private and public (if activated) chat for technical support questions.
- Monitoring chat for questions not recognized by the speaker.
- Helping the speaker recognize “raised hands” from the participants.
- Other specific requirements as defined by SOP.
Help Desk Support
We maintain a help desk staffed by experienced support personnel to provide your participants with live toll-free telephone support pre-event and during the live event, regardless of the time it is held. Our Help Desk is regularly staffed Monday through Friday from 8:00 AM to 8:00 PM EST and 1 hour prior to the start of an event.
Recording Options
Our standard recording is an edited and composite recording of a web conference. All interaction will be captured, including slides, audio, embedded videos, application demonstrations, web tours and surveys. The content can be edited to suit your needs. Audio and video will be optimized, editing out long periods of silence, unwanted noise and any unnecessary chatter that took place during the original live event.
The recorded event will contain Playback controls that will allow for easy navigation between slides, with the ability to stop, play, pause, rewind and fast-forward the recording, as well as the added option to “seek.” Also included are volume control, speaker notes and e-mail link.
The recording can be viewed via the web in a streaming or downloadable format, or from a self-running CD or podcast, so users do not have to be online to view it. The recording interface can be customized with your company or brand colors, logos, and hyperlinks. Macromedia Flash Player is necessary to view these recordings. The deliverable is one (1) master CD shipped within five days following the live event.