How to Organise an Operator-Assisted Event
Nothing compares to an operator-assisted option when hosting polished and professional calls and events. The ability to capture information, reduce risks, and provide a seamless experience for speakers and attendees is second to none.
But where do you begin? How can you make your calls and events stand out from the crowd, and how can you get started?
Let us cover the planning stages so you can focus on execution and performance.
Finalise your details
Once you’ve decided to go down the operator-assisted path, ensure you have finalised your topic, time, date, speakers, and audience. It’s essential to confirm the finer details and stick to a plan. Here are some tips to help you on your journey.
Ask yourself, what is the purpose of your event? Operator-assisted calls are commonly used to host large events that share critical information. Think virtual annual general meetings, investor presentations, shareholder meetings, and earnings calls. Your topic should be precise and provide an overview of what people can expect.
Time and Date
There are many factors to consider when selecting the time and date of your call. This is especially true if you are communicating with a global audience where timezones vary. Ensure you choose a date that provides you with enough time to gather all your information and create presentations and a time that will be convenient for most. While you will never be able to please everyone, ensure you provide on-demand access to accommodate on-demand viewing.
Ensure you choose a date that provides you with enough time to gather all your information and create presentations and a time that will be convenient for most.
Speakers are critical to the success of your operator-assisted event. If you are hosting a panel of speakers, ensure they are across your agenda and know when they will be speaking. If possible, arrange a pre-event call to introduce all presenters and discuss the topic, themes, and content. We also recommend combining speaker presentations to ensure a seamless flow on the day of your call.
Who will be joining your call? Where are they located? Understanding the number of attendees and their location is vital for your communication plan and chosen provider. It doesn’t have to be an exact figure; knowing an expected number based on your active and engaged database will allow you to plan your event perfectly.
Choose your provider…wisely.
Operator-assisted calls are just that - assisted. This means your provider should support you from start to finish and leave no room for DIY. Again, it’s critical to work with a partner who has the experience, redundancy plans, and a proven track record in the space.
Here are some questions you should ask when selecting a provider.
What is your capacity? Can you host my online audience?
While many conferencing providers claim to host operator-assisted calls, can they genuinely accommodate an audience of your size? Once you’ve identified the size of your potential audience, ask your shortlist of providers whether they can manage hundreds or thousands of virtual attendees without compromising the quality of your call. In addition, operator-assisted events require skilled operators, so make sure you cover this off at the beginning.
While many conferencing providers claim to host operator-assisted calls, can they genuinely accommodate an audience of your size?
What are your redundancy plans if something goes wrong?
From natural disasters to outages or global pandemics - things happen. Large and experienced providers will have plans in place for events like this and should be able to provide you with details.
What does your operator-assisted experience provide?
An authentic operator-assisted experience should take care of technology, moderation, and reporting. It’s important to understand all inclusions and who will be responsible for what. Once you know the process, you can quickly fill in the gaps and work together to execute your desired outcomes.
At a minimum, your provider should offer:
An online branded registration portal for attendees to register from
Automated emails that will be sent following registration, including joining details and support information
Live operators to welcome attendees, introduce speakers, and facilitate question sessions
Live operators who can dial out to speakers and attendees and conduct a roll call
Customisable players that can offer high-definition audio and video
Live technical support for attendees - globally if required
A recording and transcription of your event
Analytics that provide insights into attendees, engagement, questions asked, and voting submissions
What level of security can you provide?
Critical information shared over conference calls or online needs to be secure. For large important events, ensure you work with a technology partner who can provide high levels of security to prevent information leaking or certain attendees entering your call.
Plan your meeting
Once you’ve finalised your details and chosen your provider, it’s a matter of planning a well-thought-out meeting that will engage attendees and keep people online. Here are some simple steps you can take during the planning stages.
Create an agenda
Create a formal agenda ahead of time and outline key speakers, talking points, and intervals for question sessions, voting, and polls. Once you have created this, ensure your speakers and registered attendees know how the meeting will run. This sets expectations and provides everyone with the opportunity to prepare in advance.
Finalise your registration page
Work with your provider to create a branded registration page that is clean, simple, and accessible on any device. Keep fields to a minimum and use this opportunity to solicit questions from your audience that you can provide to your speakers ahead of time.
Once you have created your agenda, ensure your speakers and registered attendees know how the meeting will run. This sets expectations and provides everyone with the opportunity to prepare in advance.
Promote your event
You could have the best technology and operators available, but it doesn't mean anything if no one turns up to your event. Ensure you communicate your event in advance to your desired audience through email, social media, and other applicable channels. Make your messaging clear, and provide easy access to registration pages.
Once you’ve mastered the above, it’s simply working with your provider to put your plan into action.
Looking to work with a global technology partner that can provide consistent, global operator-assisted calls and events that connect? Get in touch with Streamlined Communications and elevate your high-profile calls.