What Is It?

When you run a fully in-person event with a meetings program you inevitably need to assign a meeting location to your scheduled meetings. If you decide to run a fully virtual or hybrid event then MeetMax’s robust integration with the Zoom video conferencing platform makes it a trivial step to assign your meetings to virtual meeting locations instead of - or in addition to - your physical meeting locations.

 

How Does It Work?
 

Reserving Zoom User Accounts

MeetMax licenses hundreds of Zoom user accounts which can be reserved to your event for a specific day(s). In terms of estimating how many user accounts you will need, simply calculate how many simultaneous meetings you will need to run in any given time slot. For example, if you will have 15 meetings in your 9:00AM time slot, 25 meetings in your 9:30AM time slot, and 22 meetings in your 10:00AM time slot - then you will went to contract for 25 user licenses for the day. Contact TWST Events Sales to secure or update the number of Zoom accounts you need for any given date(s) of your event.

 

Virtual Meeting Implementation Options

• Virtual Meetings Concierge Services:  Contract the Event Services team to perform as concierge for Zoom meetings.  This could mean that one of the attendee roles from your event has a reserved Zoom meeting room for which attendees rotate in and out of, and/or the Event Services team members manage a waiting room. Event Services can also provide technical support chat.
   
• Embedded Implementation: With this option, Zoom rooms can be embedded directly into the branded website of your event in MeetMax. Picture your company or event's logo and colors above each Zoom meeting room along with access to Event Services technical support chat. It also offers options to better track attendance - integrating with MeetMax data and tools for streamlined post-event reporting.
  • Pros
    • Automatic attendance tracking
    • Custom branded meeting rooms
    • Integrated access to technical support chat
    • Centralize attendee experience in a branded event site
  • Cons
    • No external access to meeting links
    • Statistically more technical difficulties due to incompatibility with some systems and/or browsers
• Non-Embedded Implementation: Standard access to zoom meeting links. Whether logged into the MeetMax event site, or via an email notification batched out to attendees from the admin interface.
• Manually Entering Meeting Credentials (Misc. Other Virtual Service:  Have your own virtual meeting room solution and prefer to use it?  Use this tool to fillout meeting link, id, label and even password to appear on attendee schedules for easy access:
  

Assign Meeting Links

Now that you've reserved Zoom user accounts, reviewed and set our desired implementation options you're ready to assign meeting links:

 

Navigate to Meetings --> Virtual Conferencing --> Zoom and click 'Create Virtual Meetings'

 

Attendees can now join virtual metings from a schedule emailed to them or within MeetMax. Clicking on a meeting link produces the meeting dialog containing meeting information and connection option details:

 

What kind of reporting can you retrieve?

 

Realtime Reporting

Filters on...

• Is Live
  • Active participants
  • No active participants
• Live Participants Count
• Conference Number (AKA Zoom Meeting Link ID)
• Batch ID (When scheduled using Zoom Link Assignment Tool in MeetMax)
• Status
  • Ended with participant
  • Ended without participant
     

 

Post-Event Reporting

Attendance Tracking (Embedded): If using our embedded modality - get automatic attendance tracking for reporting on meeting attendance post event.

Manual Attendance Tracking:  Contract the Event Services or manually to keep track of meeting attendance mark attendees off as show and no-shows as the event unfolds.

 

Other Related Virtual Features

1. Hybrid Meeting Rules: Have an event that requires accomodation of in-person and virtual meetings?  This tool can help you dynamically separate which meetings need a virtual link and which that don't and let MeetMax assign a meeting link to the appropriately flagged set of meetings based on your defined criteria:
   
2. Meeting Modifications: Easily cancel or reschedule meetings, which promptly cancels or updates the respective meeting links.
3. Calendar Integration: Seamlessly integrates with the export-to-calendar feature, offering both static and subscription options for meeting links.
4. Alert System: Enjoy text-to-speech announcements for end-of-meeting reminders.