Length of Meeting
A Multi-Site meeting (using satellite broadcasting, video conferencing and the possible combination of both) should be thought of and planned as a sequence of segments. Each segment must support the primary message. This key message is delivered by the keynote speaker and possibly by additional speakers or panel members.
The Segments
Segments should repeat and reinforce the primary theme of the meeting and they should span from 30 - 90 minutes each. An example would be a segment that is 30 minutes in length on a supporting topic to the keynote message with a 15-minute round-robin question and answer period.
Each segment can include its own anchor message (like a sub-keynote), panel discussion and question and answer session. Most importantly, each segment must allow for regional discussion or interaction that is unique and valuable to each location and which supports the original keynote message. This is key to keeping each regional Meeting Center engaged fully with the meeting.
The Participants
Participants need time to assimilate new information and should be given the opportunity to clarify understanding, offer feedback, and to discuss the information with participants at their own location. This can be done formally in a round robin interaction between each Meeting Center with the Host Site or informally by allowing attendees time to interact during breaks or at a meeting's conclusion.
Below is an example of a two-hour meeting schedule. Note that the two hours includes time for attendees to discuss the meeting upon its conclusion. All meetings of importance should accommodate guests that interact with one another during breaks and at the conclusion of a meeting. No less than 15 minutes of time for guests to associate on breaks or after a meeting is recommended.
TKO Video Communications can help you to create a lasting impression on your audience - it's all in the smallest of details.
- Brandon Wehmer, Communications Specialsts
The Schedule
A typical 120-minute (2 hour) meeting schedule takes 10 hours to rehearse, setup, run and take down.
An example of a Multi-Site meeting that begins at 10:00 AM would be programmed shown below. Note the requirements for Production of the event start the day prior to the meeting itself.
| Participant Time Frames |
| Introductions of Meeting and each remote location (5-10 minutes) |
| Introduction to program or meeting agenda 5 minutes |
| Main presentation 30-45 minutes |
| Q & A 20-30 minutes |
| Regional Time to discuss message 15-20 minutes |
| Production Time Frames |
| Day prior rehearsal start time 3:00 PM |
| Day prior rehearsal end time 5:00 PM |
| Suggested Event Date setup start time: 6:00 AM |
| Suggested Event Day program test: 8:00 AM |
| Suggested Event Day program start: 10:00 AM |
| Scheduled Event Day meeting end time: 12:00 PM |
| Suggested network down time: 12:30 PM |
| Closure of the venue to participants: 1:00 PM |
| Breakdown and clean up time: 2:00 PM |
Catering
Every Multi-Site event should include a beverage service. For events that exceed 90 minutes, a snack service should be included. Meals change the character of a business meeting and should be considered only for full day sessions spanning lunch or dinner hours.
The exception to this is breakfast. Multi-Site meetings that begin at or before 9:00 AM should typically include a continental breakfast and beverage service.
About TKO
TKO Video Communications is an industry leader in video conferencing, audio conferencing, broadcasting via satellite and event management. The company provides expert high-quality video communications solutions and services for business, government, education and global enterprises.
