3 Factors That Affect Webcasting and Your Hybrid Even

I. Bandwidth  We are not concerned here about download speed. What we are concerned about is upload speed. When planning a webcast a critical factor is your upload bandwidth. If you’re sharing the connection with others, all you get is your share at that time. You can ask the venue to let you (or better yet, your webcasting folks) speak with IT and have them give you a dedicated connection. This means an assigned IP address and a portion of the bandwidth. Your webcast equipment should also be connected with an Ethernet connection. You don’t want to worry about possible signal interference over a wireless network.

II. Upload Speed Talking about upload speed can be confusing, but essentially, if your webcasting partner knows that you will need 1.5Mb upload, twice that amount of bandwidth should be requested: 3Mb, as there could be spikes of upload bitrate during a broadcast, (e.g. lots of sudden movement on the screen, or picture-in-picture shots) and we don’t want the broadcast to fall apart.

III. Shared and Dedicated Service. Basically these are the two types of broadband Internet access at home, in your office or in a venue.

1. Shared Internet service works like this: You sign up for what you are told, for example,10 Mbps download and 2 Mbps upload. But if you look carefully at the supplier’s or venue’s disclosure, they say that you get “up to 10 Mbps download and 2 Mbps upload.”  Be careful, as “up to “ means a maximum, not a minimum or even an average value. In other words, 10 Mbps is the fastest line speed you can ever expect to see and don’t count on seeing it at any particular time. If your meeting is being broadcast in, say, a large company office, you could be sharing bandwidth with all the guys sitting in their cubicles checking their Ebay accounts or sending important massive documents to business colleagues. If it’s in the auditorium or another public area, guest wi-fi users could be on the same network watching Youtube or uploading photos. These are things that take up a lot of bandwidth and will negatively affect your webcast transmission. Why is this the case? It’s the way that the shared Internet connection is organized. The venue figures that not everyone will be online simultaneously. Even those who are at their computers aren’t likely to be all downloading or uploading huge files at the same time. So they sell that 10 Mbps service to 10, 25 or even 100 different users. If most people are composing email or reading web pages, you’ll have the lion’s share of the bandwidth to yourself. But as soon as one or more users start downloading, that 10 Mbps is divvied up to support as many users who want to use bandwidth at that time. You can see, then, that the amount of shared bandwidth you have available can vary greatly and will change from minute to minute and impact your ability to stream your meeting.

2. Dedicated Internet Connection This is of prime importance. The venue must give you an assigned IP Address.  This means that it is only for you and your webcast. This is the key. IT folks may call this a Static IP Address, but it means the same. If it is not dedicated and someone else shares the IP address and its bandwidth, you will have problems streaming your event. You wouldn’t want your broadcast to go off line or freeze. Even worse, the network could dynamically assign a new user just logging into your IP Address, and you get kicked off the internet entirely.

If a venue will offer only wi-fi or shared access, you may be forced into an exotic solution such as HD over 3G/4G cellphone networks (pricy), to forego webcasting your event, or to contract a different venue. Basically, though, part of your initial planning should include the webcast and its needs so you are able to make all the right decisions. Certainly there are webcasts planned as an afterthought, but a planning professional knows that carefully planning logistics is essential.

If you would like more information or clarification please contact us at info@pnventerprises.com  with the subject line “3 Factors” or 212-534-3052. We can also webcast  your conference or event for you.


Get Out of Your Zipcode

by Pat Ahaesy on July 16, 2014

Recently, we decided to go to a favorite part of New York City that we don’t get to as often as we like. It’s called “Alphabet City” and it’s East of the East Village. Yes, the North-South streets are Avenues A, B and C.

Walking around there is so different from the part of New York City that I live in, it’s almost like visiting another country. The restaurants are tiny and very low key, simply decorated. The food is wonderful. One restaurant that we’d been to previously was full so we wondered more and had delicious lobster bisque and perfect lobster rolls in Jules , a very tiny place.

There are so many interesting places to eat there, from the little lobster place to an Argentenian mixed in with Thai, middle eastern, vegetarian, organic, Italian and various types of fusion.

So….. why am I writing about my venture to another neighborhood? I’m supposed to be writing about professional  event production. Quite often, you’ll note that I don’t always write about production, but observation and opinion. This is a bit of observation and a bit of  technical event production.

It seems that many of us get stuck in our own zipcode when it comes to planning and producing events and meetings.

We need to venture out of our own zip code, aka comfort zone and observe different ways of doing things and other approaches.  Do you get out of your zip code?

Some Metrics From Your Live Streamed Event That You Can’t Get From The Face To Face Event.

This tidbit was on Meetings Net and it is definitely worth sharing. MY comments are included.

4 Metrics You Need to Track During Your Next Virtual Event

Attendee Behavior Patterns – you can tell how long they are logged on to a session. You certainly can’t tell how long a face-to-face attendee is either paying attention or is actually in the room.

Attendee Engagement

What was and wasn’t effective- determine this by the previous analytic

Prospective Clients- if it’s sales leads you’re after, you will know who signed up and who attended the streamed event.

Gauge Attendee Experience

Surveys- The survey for face-to-face and for the virtual audience will have some similarities and some differences as the experiences are different, but you will be able to understand the level of engagement and user experience

Don’t get discouraged by attendee rates

It has been found that 40—50 % of people who register for the virtual event end up going to the face-to-face the next time.





Free Admit Ticket

Free Admit Ticket

Did you know that you can market your business with an event, whether you own a retail store, a restaurant or are a B2B company or even a personal service provider?

However, you should not just “throw a party” and expect it to successfully market your business.

Here are some tips on planning a successful event to market your business:

  1. Decide on your goal…what do you want to accomplish? Are you looking to expand your database? Sell your product or service? Thank your clients? Each of these goals suggests a different type of venue and event.
  2. Set a date…. Check that it doesn’t interfere with any other events that might be of interest to your guests. Check that there is no major sporting event on the same day.
  3. What is the scope of your event? If you are thanking your B2B clients, perhaps a dinner at a local restaurant would be a good idea. If you’re trying to sell product at the event, then you own retail store would be appropriate. If you’re an online merchant, maybe an interesting event venue would be a good idea. Trying to grow your database, then maybe an outdoor event is a good idea.
  4. Select your venue based on your answers to the precious tips. Along with this you must think about how many people will attend, what sort of equipment that you’lll need to rent or buy. Will your event be a seated dinner, a buffet, or passed Hors d’0euvvres? What type of bar? Full bar? Premium bar? Wine & Beer? What staffing will you need?
  5. Finally you can determine your budget. As your planning, this event you can scale back in the planning stage if you see that the budget is getting higher than you wish
  6. This is the time to do this, not after you’ve put things in place.
  7. Now it’s time to promote your event to your list of invitee. It’s also OK to remind them about it a few times prior to the event. People tent to wait to respond to invitations. An entire psychology course could be created about this phenomenon.
  8. Remember that you may be responsible for some of the end of event tear down or clean up.
  9. Prior to the event go over every detail with employees who are helping you, out-sourced staff, vendors. No detail is too small.
  10. Based on 1-9. Create your timeline to be sure that you are meeting your planning benchmarks.


In-House AV or Independent AV Company?

by Pat Ahaesy May 21, 2014

In House AV or Independent AV Company? This is a dilemma just about every planner face.  Almost every hotel and many independent venues write in their contract that you must use their in-house AV Company. But, in fact do you have to?  Obviously,  when you are in the contract stage with a hotel or independent […]

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AV Costs and Your Meeting Objectives

by Pat Ahaesy May 5, 2014

AV Costs and Your Meeting Objectives Quite often we see requests on various meeting planner groups for an AV RFP. Frankly, every meeting has different AV needs, so one size does not fit all! We often receive a request that explains that the client needs us to stage and video record and webcast a very […]

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Why You Should Consider Webcasting Your Meeting

by Pat Ahaesy April 15, 2014

The world of meetings & special events has certainly changed in the last few years. As a matter of fact, it’s taken quite a beating, but clearly there continue to be major special events and meetings. For instance, those Oscar after-parties with all that swag still happen, there are still posh weddings, Fortune 500 Companies […]

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5 tips For Planning A Successful Event

by Pat Ahaesy April 8, 2014

5 Tips For Planning A Successful Event Whether you’re planning a major fund-raising gala, a networking event, a trade show, a store opening, or an anniversary party there are some things that should be done to assure that your are successful. 1- Have a Clear Objective a. What is the goal of the fund-raising gala? […]

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Five Tips to Choosing the “Right” Speaker for Your Meeting or Event

by Pat Ahaesy April 1, 2014

We have a guest blogger today. Andrea H. Gold is president of Gold Stars Speakers Bureau. Here Are Her Five Tips to Choosing the “Right” Speaker for Your Meeting or Event It’s time to put together your meeting or event. The responsibility has fallen on your shoulders. So, you nail down the date. You do virtual […]

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What Is the Purpose of your Event?

by Pat Ahaesy March 25, 2014

What Is The Purpose of Your Conference or Event? Have you been planning the same conference every year? Are you planning a new conference? Whichever response you have made to the above questions, the first step that you need to take is exactly the same: What is The Objective or Purpose of the Event? So […]

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