Hosting large webinars can be a challenge when it comes to fostering intimate, meaningful discussions among participants. However, with the right strategies and tools, you can create an engaging environment that allows for deeper interactions in smaller groups. In this blog post, we'll explore effective tactics for creating intimate discussions in large webinars.
What is a large webinar?
First of all, let’s clear out some concepts. There are many initial questions that may arise in connection with the size of the webinar. How many people can attend a webinar? Is there a limit? Or, more precisely, is there a reasonable number of people who can benefit from one webinar at a time?
The general answer is: No, there is no limit to the size of a webinar. Some estimates show that meetings for more than 100 people are considered to be big. Some webinar platforms assume that a large meeting is more than 300 people. But there are no limits.
Webinar platforms for large webinar hosting
The number of people who can participate in a webinar depends on the platform and its capacity. Most webinar platforms can accommodate hundreds or even thousands of attendees, though some may have limits based on subscription plans or pricing tiers.
For instance, LiveWebinar allows for webinar hosting for even 1000 attendees, and even more with the Enterprise, a custom solution.
That’s why it is vital to research the market and select a webinar hosting platform that meets your needs. Especially if you plan to host a large event. Also, make sure your internet connection and hardware can handle the increased bandwidth and processing requirements for a large number of participants.
Now, time for some tips you were waiting for.
You’ve got, let’s say, a webinar planned for 100 people. This is a round number, so you should be happy. 😊
This big event is a chance for you to:
- Expand your reach globally
- Connect with a vast audience
- Break down physical barriers
- Save on travel, venue rental, accommodation, and other logistics.
But you need to make it engaging and as intimate for participants as possible.
Tips for creating intimate discussions in large webinars
There are several tactics to achieve this. The majority of them are done during the webinar, but there are some you can do even before the event starts.
Before a large meeting
Select the right platform
Choose a webinar platform that supports breakout rooms and has the necessary features to manage small group discussions effectively. Ensure it can handle the number of participants you expect. One of such platforms is LiveWebinar – it has features such as breakout rooms, translated chat and many other that will let you create big interactive events. Webinar breakout room management is really easy with LiveWebinar. Read more here.
Create breakout rooms
Breakout rooms are sub-rooms within larger online meetings or webinars that allow participants to split into smaller, focused groups for more interactive discussions. To set them up, choose a platform that supports breakout rooms, schedule your meeting, enable the breakout feature, and plan the sessions.
You can assign participants manually or automatically, set time limits, and provide instructions. During the meeting, monitor the rooms, assist as needed, and end the sessions to bring everyone back together. This setup enhances engagement and productivity in large meetings.
Create polls
Gather information about your attendees – their preferences and expectations. Sometimes it’s good to learn their education background and the industry they work for, if the webinar is dedicated to a wide audience. Then, based on this data, you can prepare the division of your viewers into breakout rooms. People with the same background and expectations will probably better co-operate with each other and the feeling of intimacy will be more natural. This way facilitating webinar group discussions will be a piece of cake!
Prepare participants
Inform participants ahead of time about the structure of the webinar, including breakout sessions. Provide them with any materials or pre-reading they might need to engage fully in the discussions. Targeted discussions in webinars will be much easier if you prepare them beforehand.
Provide guidelines
Share guidelines for breakout sessions with participants before the webinar starts. This might include expectations for participation, how to use the platform’s features, and any etiquette rules.
Gather resources
Prepare all necessary resources, such as slides, handouts, or interactive tools like polls and whiteboards. Make this easily accessible to participants during breakout sessions.
Send emails and reminders
Encourage participants to engage by sending reminders and building excitement before the webinar. Highlight the benefits of small group discussions to motivate them to participate actively.
During a large meeting
So, you’ve prepared everything before hosting your large webinar, and your webinar starts smoothly with many viewers ready to gain new knowledge and connect with others.
What can you do during the webinar to facilitate intimate breakout sessions so that they are as beneficial and effective as possible?
To ensure that webinar group discussions are effective and engaging, consider the following webinar breakout room best practices:
Effective webinar breakout room management
#1 Plan ahead
Determine the number of breakout rooms needed based on the total number of participants and the desired group size. Smaller groups tend to be more effective for intimate discussions.
#2 Set clear objectives
Define the purpose of the breakout sessions and communicate it clearly to the participants.
#3 Assign facilitators
Having a facilitator in each breakout room can guide the discussion, keep it on track, and ensure that everyone has a chance to contribute.
#4 Encourage participation
Create a welcoming environment where participants feel comfortable sharing their thoughts. Ask open-ended questions to stimulate small group discussions.
#5 Stay focused
Keep the discussion focused on the topic at hand. The facilitator should gently steer the conversation back on track if it starts to deviate.
#6 Summarize key points
At the end of the breakout session, have the facilitator summarize the key points discussed.
#7 Use interactive tools
Utilize interactive tools such as polls, whiteboards, and shared documents to make the small group engagement dynamic.
#8 Mix up the groups
Change the composition of the breakout rooms in different sessions to give participants the opportunity to interact with a wider range of people.
#9 Gather feedback
Collect feedback from participants about their breakout room experiences. Use this information to improve future sessions.
#10 Practice inclusivity
Ensure that all participants feel included and respected during discussions. Encourage quieter members to share their thoughts and recognize all contributions.
How can LiveWebinar help?
With its robust features for breakout room management, real-time engagement tools, and reliable performance, LiveWebinar makes it easier than ever to host large-scale events while fostering intimate and productive discussions. Whether you’re looking to engage hundreds or thousands of participants, LiveWebinar provides the tools and flexibility you need to ensure your webinar is a success.
Choose LiveWebinar for your next event and experience the difference in creating engaging, interactive, and intimate discussions in your large webinars. Choose the best plan and see the results!