Town Hall

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Conducting your Virtual Town Hall

Conducting a Town Hall using an operator assisted conference call or webcast involves careful planning and execution to ensure effective communication with a large and diverse audience. Here's a step-by-step guide on how to conduct a Town Hall using a conference call or webcast:

Pre-Event Planning:

  • Define Objectives: Clearly define the objectives of the town hall. Determine the key messages, topics, and goals you want to address during the call.
  • Select a Suitable Date and Time: Choose a date and time that accommodates the schedules of a majority of participants. Consider time zones and working hours to maximize attendance.
  • Choose whether you need an Operator Assisted call, webcast, or both: Choose a date and time that accommodates the schedules of a majority of participants. Consider time zones and working hours to maximize attendance.
  • Send Invitations: Distribute invitations well in advance with details such as the date, time, dial-in information, and any required access codes or PINs. If you would like to gather several pieces of information from attendees and\or have a large audience consider using platforms that require registration via a web link. Use multiple communication channels, such as email and internal announcements, to reach a broad audience.

Technical Setup:

  • Test the Conference Call System: Conduct a test run of the conference call and webcast system to ensure that all technical aspects are working correctly. Check audio quality, screen sharing capabilities, and any interactive features you plan to use.
  • Provide Technical Support Information: Include information on technical support in the invitations. Offer contact details or troubleshooting steps for participants who may encounter technical issues.
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During the Town Hall:

  • Open with a Welcome and Introduction: Begin the town hall with a warm welcome and introduction. Customize this with the operations team during the scheduling process. Briefly outline the agenda and objectives for the session.
  • Present Key Messages: Present the key messages and updates you outlined during the pre-event planning. Use clear and concise language, and consider using visual aids or slides to enhance understanding.
  • Encourage Participant Interaction: Depending on the platform, encourage participants to use features like Q&A sessions, polls, or chat functions to ask questions and provide feedback. This promotes engagement and inclusivity.
  • Moderate Questions and Answers: Have a moderator or facilitator manage the Q&A session. Select and address questions that are relevant to the majority of participants. Some platforms allow participants to upvote questions, helping prioritize the most pressing issues.
  • Use Polls and Surveys: Engage participants with polls or surveys to gather opinions on specific topics. This provides valuable feedback and makes participants feel involved in decision-making processes.

Post-Town Hall:

  • Share Follow-Up Information: Provide follow-up information, including any resources, documents, or recordings of the town hall. This ensures that participants who couldn't attend or need a recap have access to the information discussed.
  • Collect Feedback: Encourage participants to provide feedback on the town hall. Use surveys or feedback forms to assess the effectiveness of the event and gather suggestions for improvement.
  • Address Unanswered Questions: If there were unanswered questions during the town hall, follow up with responses afterward. This demonstrates a commitment to transparency and communication.
  • Plan for Future Town Halls: Reflect on the success of the town hall and use insights gained to plan for future events. Consider adjusting formats, topics, or engagement strategies based on participant feedback.

By following these steps, you can conduct a successful town hall using a conference call or webcast, fostering effective communication and engagement with a large and dispersed audience. Contact Us today to discuss your specific requirements and customize a solution.

Managed Event Conferencing

Streamline the production of your most demanding audio events with Operator Assisted Conferencing. Receive comprehensive support from your single resource U.S. based representative during the entire lifecycle of your event. From pre-event planning, to acting as the Lead Operator of the call, through post-event follow-up. Our team of seasoned operators provide immediate attention, personal assistance and expert technical support behind the scenes.

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Reservationless-Conferencing is a reliable solution that does not require reservations or operators. You have the ability to control your conference commands with a touch of a button from your telephone keypad. You receive customizable features and you can select from a variety of languages specific to your region for your system prompts. In addition, use our web portal to manage your account and conference calls online.

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