How We Kept Graduation Traditions Alive In An Untraditional Year

How We Kept Graduation Traditions Alive In An Untraditional Year

by | Aug 4, 2021 | Special Events & Celebrations

How We Kept Graduation Traditions Alive In An Untraditional Year

Note: This story was written during the COVID-19 pandemic. None of the content has been changed so that it reflects the sentiments of the moment. 

The UD Conference Services Team reflects on planning and implementing six graduation ceremonies during a pandemic.

When we think about graduation, we think of tradition. Large crowds made up of families, the graduating class united in one place, inspirational keynote speakers, convocations where students cross the stage to receive their diplomas while their name is announced to the cheers from family and friends, and the post-ceremony lingering filled with hugs and photos. It’s a long-awaited, proud moment for students, their families, and the University.

These traditions were put to the test for the 2021 Commencement ceremonies.

Polly Weir, Director of Conference Services, along with Lea Asti, Commencement Manager, and Sarah Janus, Event Manager, gathered to reflect on the challenges and triumphs of pulling off six commencement ceremonies and dozens of virtual convocations during a pandemic.

 

December 2020: Planning Begins

Knowing that what students and families wanted most was in-person graduation, key departments (UDPD, Cleaning, Security) gathered with Conference Services to discuss what was possible given the safety guidelines established by the Governor’s Office and the University protocols at the time. Can it be done? As Lea Asti points out, “Research needed to be done upfront, including watching hours of videos of how other universities, and even high schools, handled their commencements – virtual and in-person – and the PR surrounding their events.”

Eventually, a framework was created: Commencement ceremonies would become six outdoor, in-person ceremonies, rain or shine, over a 4-day period with 2 guests allotted for each student. Convocations would go virtual. This was deemed the safest option for social distancing. “We knew there would be hurdles – from potentially changing guidelines to things we hadn’t even thought of yet – but we had a clear direction and we committed to not moving anything inside,” says Lea Asti, who spearheaded the entire event. “We stayed conservative so that no matter if things got worse or better, we always felt comfortable with our plan.”

Some protocols remained. Masks were required and everyone attending had to submit to a health survey. Capacity restrictions were enforced from the stands to the lavatories. Social distancing continued.

It was important to accept early on in the planning process that there was no right way to do this. We were planning live events with thousands of people during a pandemic. We decided our plan was in the best interest of all the students and parents and that’s what we would execute.
-Lea Asti

Convocations Go Virtual, but a New Tradition is Born

Typically, in the days surrounding Commencement, each college gathers together for a more intimate ceremony – the moment of elation where students walk across a stage and receive their diplomas while their name is announced as family and friends cheer and applaud. These Convocations–more than 40– happen all around campus. Not this year.

Sarah Janus, Event Manager, took on the challenge of finding a way to keep this tradition alive. “Sarah was extremely valuable. She worked previously in the University Secretary’s office where she coordinated Commencement before Conference Services took it over,” explains Polly.

Forced to reinvent the traditional convocation processes due to COVID safety protocols, budget restraints, and enforced staff reductions, she found the answer with StageClip – personalized video experiences for each graduate. “Plus,” Sarah adds, “for anyone who didn’t feel comfortable going to the in-person ceremonies, or couldn’t travel, this was a great backup option.”

Turns out, almost every department elected to do the virtual convocations. Department chairs and Deans were able to address students virtually and, explained Sarah, “Each student could create individualized content. Along with their name and degree, students uploaded a photograph, a message, or a video of themselves thanking someone. In the end, students experienced ‘hearing their name’ as they were individually recognized, and their message was incorporated. What made this program cool is that students received their video clip as a keepsake – so it’s something they will have forever.”

Commencement: Check-in. Seat. Repeat.

Getting Commencement to run smoothly one time is an incredible accomplishment. The Conference Services team made it happen six times. Critical to the success was managing the collaboration between so many departments: University Secretary’s Office, Athletics, Media Services, IT, Facilities, Custodial, Dining, Shops, UDPD, Environmental Health and Safety, Security, to name a few. In addition were integral players like the production company Light Action, and a dedicated group of volunteers.

Volunteers were tasked with checking in and seating 800-1200 students in an hour and a half, checking the health surveys required for anyone attending, checking in and directing parents to their seats, assisting in timing the students onto the stage, and assisting in the Robing Room. Each ceremony brought a new group of volunteers, and each group needed to be trained. Even though hour-long training sessions were conducted days before Commencement, there was so much ground to cover that smaller sessions were necessary for each group. That repetition took a lot of time…but it paid off. Just before one of the ceremonies, the weather turned to rain and wind. Pivoting volunteers to indoor check-in, handing out 9,000 ponchos, and putting the student name cards into Ziploc bags to keep them dry was the result of training and collaboration that, by this time, had become second nature to the Conference Services Team.

Another challenge awaited: Once the decision was made to hold Convocations virtually, students walking across the stage shifted to the commencement ceremonies – requiring some untraditional thinking. It soon became clear that technology was needed to pull this off in under two hours…six times. It was decided to partner with a software vendor to assist. MarchingOrder was the chosen product because it was being used at peer institutions.

MarchingOrder enables the precise pronunciation and syncing of names and degrees to a jumbotron while the student walks across the stage. It takes the human element, and its potential error, out of the equation which can be helpful when timing is critical. Still, there were plenty of concerns: A new technology had to be learned quickly and as with so many electronic components came potential snafus all along the way. Plus, as Sarah noted, “Getting student graduate information is not the easy process that we thought it would be – and it impacted everything from virtual convocations to ticketing. There’s a continuous back and forth process between students submitting updated information to the Registrar’s Office and the Registrar disseminating it out to us and the different departments. Making sure that we had the correct diploma names, the correct degree titles, etc., was a huge group effort amongst our teams and the different departments and colleges.”

 

From the Littlest Things to Big Surprises

There wasn’t a single aspect of the ceremonies that didn’t get impacted in some way. Keynote speakers were replaced with a video of President Biden. Commencement program booklets became digital downloads. Graduation pins, typically placed on every chair, had to be picked up at a central location.

Ticketing this year was logistically challenging. Students were allowed only two guests so tickets were sold in pods of two in order to honor social distancing guidelines. This exposed a host of unforeseen issues for families dealing with divorce, extended families, and different households.

Something as simple as making water and cups available became chilled bottled water in anticipation of 90-degree weather. But that quickly changed because the weather changed. “We thought we’d be wearing sundresses and sandals,” Polly chuckled. “Instead, we’re wearing hiking boots, winter jackets, and ski hats.” Sarah smiles and adds, “There’s only so many things that you can anticipate. But when I just start expecting that anything could happen, that’s when nothing surprised me. By the end I was like: Why not? Throw on a torrential downpour. 30 mile-an-hour winds – why not? You pivot from offering ice-cold water bottles to ‘Here, have a poncho.’”

Someone used the analogy that it’s like building an airplane as it’s flying through the air. When you’re doing something that’s never been done before, you don’t always know the right questions to ask, so you’re connecting the dots as you go.  -Lea and Sarah

 

Quick Decisions: It Took a Team

“Conference Services was looked to as the point person–the decision-maker–and that carried a lot of stress,” noted Polly. Some obstacles were apparent, like staff layoffs which definitely affected the planning and execution of the event. Key people and information were no longer available and the Conference Services team had to step into those roles. Yet, with still so many players in the mix, one common thread that helped promote collaboration was that this was new to everyone. Many decisions had to be made at the moment. Whether it was ending a ceremony early because of surrounding thunderstorms, last-minute requests for student open mic, protecting student name cards from rain, handing out rain ponchos, or wiping down the temporary platform to reduce potential slips – input from various people’s expertise and experience was heavily relied upon. As Sarah reflected, “Knowing that you have a team of people giving you their expert opinions and being able to weigh their advice made it easier to present informed options to UD leadership who also needed to have a say. It was in these moments the team shined – and was a relief knowing it was not always just on your shoulders.”

Photo 1) l to r: Sarah Janis, Jeff Kuhn, and Lea Asti take it all in stride. Photo 2) l to r: Rusty Gibbs, Kyle Martin, and Carl Asti working out their next move. Photo 3) Pivoting to indoor check-in. Photo 4) Staying on top of the weather.

Biggest Challenges

One would assume that the pandemic was the biggest challenge facing the Conference Services team. It certainly had an impact, but in the end, it was communication. Trying to plan such an important event while decision-making was constantly in flux due to the changing nature of restrictions and concerns made it difficult to keep people up-to-date. Lea noted, “There was a push to get information out there because people need to plan. Flights and hotel rooms needed to be booked. People’s emotions and expectations were running high – not just with parents and graduates – but within our own UD departments. Attempting to guide people through the process while decision-making is delayed because everyone is waiting to see where the pandemic is going was tough. A single source of information for UD staff to refer to – like a dedicated landing page – will be part of the future plans. It’s that important.”

“The customer service experience was more challenging than usual,” adds Sarah. “For many families, they come when they drop their kids off, and not again until commencement. Things were in such a state of transition because of the pandemic, plus you’re dealing with a wide range of people’s comfort levels. Wanting them to have a really great experience when they come back is important.”

We always want people to have a great experience when they’re coming onto campus – especially commencement. Making sure that guests feel comfortable and safe throughout the process was a challenge, but that’s what our Conference Services team does and I think we did a good job. -Sarah

Rewarding Moments

Along with the Class of 2021 ceremonies, the four-day event culminated with a ceremony for the Class of 2020, whose commencement last year was entirely virtual. More than 1000 graduates returned to walk across the stage. “That was probably one of the most joyous ceremonies and a great close to the weekend,” Polly begins. “I can’t tell you how proud I am of the team. Always thinking creatively and fast on their feet. Always willing to take on a challenge with a positive attitude. Lea and Sarah were the ones that carried the load of the planning and the execution. Two additional Conference Services team members, Colleen and Andy, stepped in selflessly wherever they could. I knew we could do it. I’m just very, very proud of them all.”

For Lea, a collective sigh of relief came after the success of the College of Arts and Sciences Commencement which helped set a positive outlook for the remaining ceremonies. “I was so smug after the College of Arts and Sciences ceremony,” she says, “because that was the most challenging. It was the first ceremony…along with being the biggest and hardest one to produce. We were like – Awesome! We can do this.”

Sarah adds, “What was so remarkable about this commencement is that while normal tried and true traditions were going out the window, I was watching two different perspectives – people who were new to planning commencement and people who have been doing it the same way for decades – get married together to come up with a brand new format. As Lea said, we started from the perspective that we might not make everyone happy, but it’s the safest plan while still giving people options to be able to celebrate how they want to. I really learned so much from this process – especially watching Lea take everything in stride. Thankfully the University transitioned this over to Conference Services and I think that she was the right person for this job. Our team as a whole works very well together, but with Lea and Polly’s leadership – I don’t think it would have worked any other way.”

Big or small, we get it right. If you’re planning a meeting or event, Contact a member of our Conference Services team today.

Looking Back—and Ahead—at the Local Meeting and Event Landscape

Looking Back—and Ahead—at the Local Meeting and Event Landscape

by | Feb 16, 2021 | Meeting Trends

Looking Back—and Ahead—at the Local Meeting and Event Landscape

Note: This story was written 10 months after the COVID-19 pandemic. None of the content has been changed so that it reflects the sentiments of the moment. 

An in-depth conversation about the state of Delaware’s meeting, event, and tourism climate, and how to plan for a new future.

Recently, Polly Weir, Director of Conference & Event Services at the University of Delaware, “sat down” with Jessica Bittmann, CMP, Director of Sales at the Greater Wilmington Convention & Visitors Bureau. Their conversation reflects the scramble we all faced at the beginning of the pandemic, the necessary shifts made and surprises experienced, and offers some insights as to how venues can prepare for the imminent “new normal.”

 

Polly: Can you walk us through the past 10 months as a tourism professional during the pandemic?

Jessica: It started off very optimistically: How can we do things differently? What can we do to help people? How can we provide funding to help everyone? It didn’t take long before we realized that none of that was going to work.

It felt like the Hunger Games – watching the groups go: starting with the spring groups, then the summer groups, and then the fall groups. Then watching friends, peers, and mentors go. A lot of hard work was lost too. It has definitely been a long, tough 10 months.

The entire event mode cascaded. First, shifting from Spring to Fall and then shifting again or just canceling. Some events went completely virtual while others are rescheduling. That rescheduling will impact us for years.

For example, one particular big convention that we lost in October – normally they move to a different city every year. This year 2020, they didn’t have one. So, even though we get to host them next year, it’s now two more years before another city will have the opportunity to host them. That means for some groups, it will be a few more years before we have the opportunity to bring them back here. What has always been a very reliable schedule—groups have a spring and a fall, and then they have an annual, etc.—has just gone completely out the window.

So, at GWCVB, we shifted our focus. How do we market an area when people aren’t traveling? We focused on our regional market – specifically within driving distance. For instance, people in Philly who wanted to get out could come here and enjoy the gardens, etc. The timing was right for that and we will likely continue that strategy into the future.

Have you found that your clients have been understanding? 

It ran the gamut. I saw how flexible venues were able to be and how understanding clients were – or were not. Understandably, everybody was looking out for their bottom line, but generally, I think people appreciated that it was just an unusual situation.

Were there any surprises that came out of this experience?

How fast everything stopped. It was shocking. I’ve never seen anything like it. I can understand that feeling of desperation when you’re losing revenue and the uncertainty of what’s best to do. I followed what was happening across the country – watching cities where they were meeting in person and trade shows and conferences that were continuing to host in person. Even with plexiglass and masks, there were still some instances where COVID cases resulted from those.

We’ve gotten pretty comfortable with the idea of virtual gatherings – and it looks like they will continue. What trends do you see emerging for virtual meetings and events?

I’ve attended more lunchtime networking events instead of evening events – which is a break from the norm. One event paid for and delivered my lunch. I know of groups that are initiating partnerships with DoorDash or Grubhub.

I see more experiential things being incorporated. At one event, everyone had fun participating in a quiz game on an app. At another networking event, they hired a musical group who made up songs based on things that we did. I’ve also received swag bags ahead of virtual events.

Restaurants have arranged Zoom wine tastings. Wine is sent to your home and you gather virtually with other people. That’s happening on both the convention and meeting level.

I’m also seeing a trend towards individualized food and beverage. Say, on the opening night of an event for an in-person meeting, instead of a reception, they may have room service send up a box filled with different items to everyone’s room. Everyone can enjoy it together – but virtually instead of in a conference room.

I predict certain virtual aspects will remain. Still, there’s much to be said for people gathering in a room and focusing on tasks in person – and I expect that to return. Virtual has great attendance, but it’s not as engaging.

I see smaller meetings going hybrid: monthly in-person meetings shift to quarterly, with the remaining months being virtual. Or, adding a virtual aspect to an in-person conference – which has already been successful.

I agree. There’s been research on this — you don’t problem solve as well when you’re not in a room with people. Have you seen examples of hybrid meetings where there’s a panel of people socially distanced, and everybody else attends remotely?

I know it’s happening. Places have really capitalized on it. They have the AV, the speaker, and they film for future needs. Plus, now there are new sponsorship opportunities. The live event may not be as prominent, but the virtual aspect enables new and different ways to engage – and that will grow.

With the political climate changing and the availability of a vaccine, where do you see our local industry in 1 to 5 years?

In one year, unfortunately, I don’t see a whole lot of change. This year is going to be a difficult one. Even with vaccines, October 2021 meetings are not going to look like they did in October 2019. Meetings will slowly come back, but will probably be smaller and with fewer opportunities. It’s going to be a long time before we see three people per six-foot table again. The theater-style chairs are going to have to move too.

In one year, I don’t see a whole lot of change. Now, in five years, I think we’ll have settled into a new normal – and it won’t resemble the previous five years.

Do you think that’s driven by budget or apprehension or both?

I think it’s everything. Our industry is in shambles right now – between the budgets of the venues and the strict hotel protocols. And, they’ll have to continue to be strict and careful. Year-on-year comparisons show 2020 was rough and many hotels lost half their staff. As a result, employees shifted and took on new positions – so there’s a lot of relearning happening.

And don’t forget the budgets from the groups – they also took hits. Caution from their board of directors might be, “Where are you going? Do you really need to do that? How much money are you spending? Can we bring it from three days down to two?” There will be plenty of those conversations.

If they haven’t already, all meeting venues should reconfigure their space. Plus, whatever meeting charts they have regarding how many people they can accommodate can go right in the recycling. This is going to be with us for a while, and it will look different.

I think contracts will be important, as well as clauses – and the language will be more flexible. More than before, square footage will be part of the conversation. Groups will want to make sure that they have the space they need, maybe even more so. Plus, in terms of sharing space, if you’re hosting multiple groups I can see there being more transparency about that – for both political and medical reasons.

What does that say to you as far as small venues go?

It’ll be difficult for small venues, I’ll be honest with you. And that’s tough because that is most of what we have here in Delaware. Still, small venues can survive by being creative.

I can see prices increasing for smaller meetings – if you’re going to come in and take all my space, you have to pay for it. It will be a seller’s market in a few years, but right now we’re taking anything we can get.

Joe Biden is our new president. How do you see his presidency impacting Delaware?

It already has.

It’s been tremendous for our organization because of the national spotlight that Wilmington has garnered – we couldn’t have paid for that. Plus the news media – we’re in the New York Times and Forbes. It’s been really exciting.

We’re seeing an increase in leisure travel. Tour operators inquire about Biden itineraries, so we created a Biden driving tour which has been picked up by other media outlets like Fodor’s and Apple News. Tour and travel groups are putting their itineraries together and these tend to go for a few years.

We’re talking to other cities too about how they capitalized. And, we’re hoping for a presidential library. That would be a good add-on. When people are in the area, they look for unique things like that.

I think we can agree, in a year like we just had, this was a much-needed morale boost. And not just morale, but revenue. Suddenly, the Democratic National Convention comes – hotels are seeing business again. Election Day comes – some are selling out.

The Biden/Harris campaign staying here the entire time may not have been enough to save things, but it gave us a good boost. Looking ahead, the Biden’s will periodically be returning to Delaware, along with staff and his secret service entourage. We’re looking forward to seeing how that plays out.

Can you offer advice for meeting and event planners as to how to navigate a still-changing world? What might be some keys to success?

The number one key to success will be flexibility.

I’ve worked with people who were able to move forward, and people who wanted to do things the same as before. You have to shake it off and see how you can do things differently – what’s best for now, not what was best for before.

For meeting planners, site visits are going to be more important than ever. I can’t imagine somebody booking anything now without seeing it in person. In response, we’re adding 360° videos because we expect that will be needed.

Involving your CVB (Convention & Visitors Bureau)! We’re a free service. I’m available for anyone: meeting planners, brides, people planning family reunions. I can offer an impartial review of our area and I am familiar with who is able to do what.

Flexibility will be key. Also: Don’t pretend there is no such thing as COVID. Embrace it and have essential conversations right off the bat.

For meeting planners, that means asking your suppliers questions upfront. Also, include your COVID protocols on your website. If someone’s coming from out of town, they will want to know. Own it and communicate honestly how you’re handling things.

Do you have any final thoughts?

Again, communication is going to be vital. Keeping in touch with each other – but also what’s new, what’s happening in your area, and how people are feeling. Keep your finger on the pulse. Realize that people are having different conversations wherever they are. When you have people coming in from out of town, make sure they know what to expect in Delaware because the differences from state-to-state can be crucial.

Back to being optimistic – I choose to believe we will be okay. We will get to the other side.

Jessica Bittmann, CMP
Director of Sales
Greater Wilmington
Convention & Visitors Bureau

Polly Weir, MA, CHE
Director of Conference & Event Services
University of Delaware

Celebrate Your Team With a Virtual Holiday Event

Celebrate Your Team With a Virtual Holiday Event

by | Nov 19, 2020 | Special Events & Celebrations

Celebrate Your Team With a Virtual Holiday Event

Note: This story was written during the COVID-19 pandemic. None of the content has been changed so that it reflects the sentiments of the moment. However, some of the content is still relevant in today’s hybrid work climate.

Reimagining holiday gatherings reinvigorates the spirit of the season.

This is not the year to consider canceling your company’s holiday party. Internal events are crucial for your company culture – not to mention employee morale after such a challenging year. Your teams have worked hard to adapt – it’s important to recognize their efforts. And, whether in-person or virtual, a holiday gathering still offers ways for them to strengthen relationships.

Creativity is key to successful virtual events, and if you scour the internet you’ll find there’s plenty of it. We’ve put together our own tips to keep in mind when planning a virtual party plus some creative ways to bring your employees “together” as we close the book on 2020.

Engagement is Key

We recommend a 1 to 1.5-hour event which can be easily filled with engaging fun and building employee loyalty.

Brainstorm with your team on theme ideas or read our Unusual Themes blog post to find inspiration.

 

You could also send out a survey in advance to get a sense of what kinds of activities your employees might be interested in. Here are some things to keep in mind:

  • Interactive events, games, or contests make a fun and easy way for people to participate.
    • Hire a bartender or chef to host a mixology class or a cooking class…both if your guest count is large enough.
    • Holiday-themed Charades
    • The classic Ugly Sweater contest
  • It’s always good to laugh. Virtual comedy shows can lighten the mood.
  • Sharing goes a long way. Everyone can join in fostering a team-building atmosphere, and the virtual platform is especially suited for this.
    • Holiday decorations “tours”
    • Cultural traditions “show and tell”
    • Secret Santa
  • Has a certain topic been floating around that employees seem particularly interested in? Breakout sessions with guest speakers show you’ve been paying attention.

Celebrate Accomplishments

Be sure to allot ample time to recognize accomplishments. Some employees or teams may have easily gone above and beyond this year and there are bound to be some new categories to consider as well. If you want to pass out awards (or prizes to contest winners), you can showcase them virtually and ship them after.

Be Prepared

This may be a more relaxed atmosphere than usual, but you’ll still want to be prepared.

  • Surveys are ideal here for getting maximum input from teams or employees.
  • Invitations should be used as a way to provide the obvious critical information, but also ensuring attendees have plenty of advanced notice for whatever activities have been planned so they can be prepared as well.
  • Having a tech guru on hand could be useful – there are always inevitable technical difficulties, so be ready to assist your attendees.
  • Using an online event planning app, like SignUpGenius, makes it easy for employees to reserve their spot if there are multiple events happening simultaneously.

Share Your Celebration With Us

We’d be interested to know how your holiday event turned out. What unusual methods did you use to make it fun and meaningful? Head to one of our social media channels and leave a comment.

 

And Finally…

As we anticipate the return to in-person gatherings, we’ve been considering how that might look and we are working on ways that our team can assist our clients in creating new and meaningful ways to share their time together.  We are always interested to hear how our clients and community are finding innovative ways to solve meeting and event challenges.

Take care and stay engaged.

Planning your holiday event? Contact a member of our Conference Services team today.

Returning to Campus…for Business Meetings and Events

Returning to Campus…for Business Meetings and Events

by | Sep 23, 2020 | Conferencing on Campus

Returning to Campus…for Business Meetings and Events

Note: This story was written during the COVID-19 pandemic. None of the content has been changed so that it reflects the sentiments of the moment. However, much of the information is still relevant.

While we look forward to reopening, there are compelling reasons to keep UD’s Conference Services in mind when planning your 2021 meetings and events.

We’re just going to put it out there: We are out to strengthen our client relations now so that when in-person meetings and events resume, we’ll have a busy schedule.

We’ve noticed that with the obvious increase – and its relative success – of the virtual meeting platform, brick and mortar venues are being forgotten. The idea that the virtual meeting space is here to stay is growing. It is nearly a guarantee that some form of virtual meetings, events, and conferences will remain – even if it is a hybrid scenario.

So we’re here to make the case for conferencing on campus as you plan for the future.

 

A Certain Feeling

Here is a simple reason that is quite underrated because it can not be quantified: Have you ever noticed there is a certain feeling you get when you step back onto an academic campus? You’re youthful vibrancy bubbles up while the wisdom that comes with years of experience provides commanding confidence. You can actually feel your journey from college student to professional in a single moment. It’s a good feeling. And, it’s one worth experiencing. After all, you worked hard to get to this point. This feeling alone could invigorate guests and result in a more productive meeting.

 

Academic Credibility on Top of a One-Of-A-Kind Experience

It’s an obvious fact that a university campus lends credibility to any meeting or event. From its academic prestige to visionary research, a university location instantly evokes a satisfying feeling of being associated with a hub of knowledge.

Conferencing on campus can be a unique experience. Access to a plethora of resources is practically unlimited for our clients, including sports fields, theaters, bookstores, libraries, labs, classrooms, auditoriums, and dining halls – even our own full-service hotel a few steps away from the Clayton Conference Center. Walking the footpaths, meeting on the green, hosting an activity on a sports field – these are experiences unique to campus, and readily available. With these resources and more, your meeting or event can rise to a higher caliber.

 

Community Support

Supporting UD contributes to the overall health of the community it serves. While we are respectful of our neighboring businesses, we are also directly connected to them. Our ability to bring business to our campus reaches beyond our academic walls. Our clients take advantage of nearby attractions, restaurants, and recreation – spreading the economic benefits of hosting your meeting or event here.

 

A Safe, Hybrid Scenario

In the meantime, connect with our Conference Services team. Between our Virtual Meeting Coordination Services (read more about them here) and our hotel—which is open for overnight stays and dining—we can assist you in your strategy to continue business in a safe, hybrid scenario. This could be the future for a while, and we’re ready – with the tech needed to broadcast events and our own Courtyard by Marriott hotel providing dining and clean, private guestrooms.

We want to be here for you now and in the future and we hope you feel the same way.

Move Meetings Forward with Virtual Meeting Coordination Services

Move Meetings Forward with Virtual Meeting Coordination Services

by | Jun 23, 2020 | Conferencing on Campus

Move Meetings Forward with Virtual Meeting Coordination Services

Note: This story was written during the COVID-19 pandemic. None of the content has been changed so that it reflects the sentiments of the moment. However, much of the information is still relevant.

They’re valuable. They’re essential. Time to level up your meetings.

I think it’s safe to say that, by now, nearly everyone has experienced a virtual meeting. And many businesses will attend, for the first time, one of their industry’s conferences in a virtual environment. These past few months have been a real test for the virtual meeting platform – with kinks still being worked out.

Still, as we continue to move towards reopening, we expect that initially most, if not all, meetings will be conducted virtually as opposed to live. We have taken the critical steps needed to assure that we will be able to accommodate any client request in this regard. 

 

Multiple Platforms Supported

UD has its own license for Zoom Meetings and Webinars. This gives us the ability to offer you more flexibility in scheduling your event. If you prefer another platform such as Webex, BlueJeans, Facebook Live or other, we are prepared to support those as well.

 

Designing and Managing Your Event

We can assist you in designing your meeting or webinar through content development, social networking, live Q&A sessions, an audience response system, real-time chats, post-session surveys, and more. We can help you determine which format works best with your objectives. With our Zoom package, we can offer features like polling, panel discussions, creating breakout rooms for smaller group discussions, use of annotations, and creation of private branded FB pages where attendees can engage in a specific topic or offer “one-on-one” private meetings. We will also offer the ability for practice sessions prior to the meeting date to assure you are comfortable with the format and flow of the meeting.

 

Live Streaming and Participant Engagement Covered

Our technology-driven solutions help you build engagement. We offer live streaming if your objective is to present information in a more formal manner – where one or a few team members can present their camera image on live video, as well as any visuals they choose to use, i.e. PowerPoint, video playback, etc. This will allow hundreds of people to watch this one-way communication from any internet browser on any type of device. Interaction, such as questions or feedback, can be accommodated through a separate chat option.

 

Quick Responsiveness

Just like in the non-virtual meeting world, there can be sudden twists and turns – and our technical crew will be with you every step of the way. In every scenario, regardless of the platform, we are prepared to react quickly if circumstances dictate a change in the meeting format – like taking a live event partially or fully online or vice versa. While we focus on making sure your virtual event runs smoothly, you can focus on your attendees.

 

UD Conference Services will continue to be a resource for you. Whether you’re organizing or viewing a virtual meeting online (Zoom, Webex, BlueJeans, Facebook Live, or other), having a Webinar, or live streaming or webcasting your Town Hall or event, our team can help you from conception to post event debrief.

Want to learn more? Contact a member of our Conference Services team today.