Virtual Events: Choosing the Right Format

Many of IU’s services and event offerings continue to be moved online in accordance with health and safety precautions.  There are several options for virtual event formats and video distribution. Choosing the right one for your needs may depend on the following considerations:

• Live vs. pre-recorded: can the event reliably be executed live? Risks include hiccups with presenter(s)’ machines and internet connections, hosting sites and software, and the potential for interruptions in home environments.
• Audience size limits
• Audience participation: do participants need the ability to participate with audio/video (such as a Meeting) or are text submissions for comments and questions sufficient (such as a Webinar)?
• Should the event be recorded for further distribution or repeated use?

Meeting
Software options: Zoom, Microsoft Teams.
Audience limits: 300 participants for both Zoom and Microsoft standard meetings.
Participation: audience can join with audio and video unless disabled; audience can type in the chat unless disabled.

Webinar
Software options: Zoom.
Audience limit: 300 with paid expansions available.
Participation: Audience cannot participate with audio and video but can submit text comments and questions which the host can respond to.

Synchronous Broadcast
Software options: any recording software including Zoom and Kaltura can be used to capture video. Editing will likely require video production software and labor if the recording is more than one continuous capture.
Audience limit: limited only by host site capacity.
Participation: Audience cannot participate synchronously with the host on video as it is completely pre-recorded, but chats or comment features may be implemented based on host site.

Asynchronous Playback
Software options: Zoom or Kaltura for personal recordings, Kaltura or YouTube for hosting and sharing. Editing will likely require video production software and labor if the recording is more than one continuous capture.
Size limits: none.
Participation: no live interaction among audience. Comments can be disabled on both Kaltura and YouTube if desired.

Where to go for help:

The Office of University Events has a team dedicated to planning and hosting virtual events across campus. Visit their resources including the Virtual Event Guide and EventPro overview, and contact them at iuevents@iu.edu to request individualized help planning and facilitating your event.

OVPUE Marketing & Communications can help with:

• Thumbnail image design
• Event promotion – please reach out early in the planning stages even if the details are not finalized so we can help design and execute a strategy
• Guidance for hosting videos on Kaltura or uploading to YouTube if appropriate
• Linking to completed videos on your website

Request help for assistance with the above items.