Virtual Meetings

Loyola University Maryland hosts virtual events and meetings! They offer a way to remain connected when you can’t meet in person.

Event Information

It can be helpful to approach the design of a virtual event in the same way you would a live event. Ask yourself questions such as:

• What is the purpose or goal of this event?  
• Who is the target audience?  
• How many attendees do you expect?  
• What will be the format and length of the event?  Best practice alert: Keep virtual events to no more than 2 hours and consider spreading longer events over multiple days.
• Will there be a 30-minute presentation from a single speaker, followed by a 30-minute Q&A?
• Could it be an hour-long panel discussion based on pre-submitted questions?  
• Would breakout sessions be helpful for further discussion?  
• What is on your event’s agenda?
• How will you engage your attendees?  Best practice alert: You might consider a few different options to keep your audience engaged.
• Will you encourage audience participation through the hand raise, chat, poll, or Q&A features or shared screen features?

These decisions will inform your next steps.

Date Selection

• Refer to the University Calendar or let us know what dates you have in mind (multiple dates are allowed, if available)
• Please let us know how long each meeting/session will be.

Presenters

• Who will be the leader/speaker of the event (The Moderator)?
  • Person/people responsible for speaking during the presentation.
• Who is the supporting cast/assistants that will be helping?
  • A backup to the moderator with access to similar technical controls as the moderator, but with attention to attendees during the event.
  • Moderates chat, polls, questions, etc.
  • Loyola Staff is available to assist and run the program, please inquire for pricing.
• Panelists and Speakers. 
  • By building a skilled event production team, speakers & panelists will be empowered to give their full attention to engaging attendees with content.
• University AV Team – responsible for managing the platform.
• Ensure there is time set aside to learn and understand the platform. Conduct test runs prior to your presentation.

Technology Needs

Determine whether a virtual meeting, webinar or livestream is most appropriate for your event. Please discuss your available options with our Audio Visual Team.

Zoom Webinar – 100% virtual

• Up to 1000 attendees, 50 panelists
• Only panelists can be viewed or heard
• Custom Branding on Registration and Email Correspondence
• Email Reminders to attendees
• Follow up Email to attendees
• Follow up Email to Absentees
• Polls
• QA – pre-submitted during registration process and/or live through QA chat box
• Participant chats
• Recording available
• On-Demand viewing options
• Registration / Attendee reports available post event
• Captioning available

Zoom Meeting – 100% virtual

• Up to 300 participants
• More Interactive experience. All participants can be viewed / heard
• Breakout rooms available
• Recording available
• Password protection available
• Captioning available

Livestream – Hybrid in-person/virtual

• Unlimited capacity
• Live event virtual experience.
• Requires venue rental / backdrop
• Ability to have multiple cameras (viewing angles)
• Ability to increase production value with stage / up-lighting.
• Ability to host event behind a virtual paywall for ticketing
• Ability to incorporate zoom or other remote presenters.
• Recording available
• Captioning available (additional costs below)

Contact us to book your next virtual event

410-617-5077
events@loyola.edu