Operator Conference Call
An operator conference call offers an entire suite of included features and optional service enhancements. For a more high-profile or larger teleconference, we highly recommend professional operators. Advance reservations are required.
Our team of knowledgeable account managers will help you plan out the conference and customize it to your exact needs. We give you the call-in numbers (toll-free and local access) well in advance and gladly assist you with the invitations. Need registration services? We do that too.
The call typically starts with participants dialing in and/or conference operators dialing out to each participant. From there, the operator conference call will flow however you like. The most popular format includes the following optional features performed by our operators: the introduction of speakers, digital recording, facilitation of questions & answers (Q&A) and/or polling, and sub-conferencing.
Immediately after your operator conference call, we provide a participation report with a listing of all callers. Additionally, we can send you a recording on CD and a transcript, and allow invitees that missed the conference call, to call in to hear a digital recording.
Let’s take a deeper look at a typical event conference call and how operator assistance enhances your event:
• Pre-conference planning — A successful teleconference starts long before the phone call. That’s why our account managers work with you from the beginning. We’ll ask you questions about your event, including the estimated number and whereabouts of your attendees to get a better sense of how we can help and which services you’ll likely need during the teleconference. For example, your international attendees will need country-specific phone numbers to access the call. This is not a problem at all as we have toll free and toll-based access numbers for countries around the world. There may be a few countries where we’ll recommend dialing attendees directly for various reasons. Identifying attendees who will be better served via dial out in advance allows us to join them into the conference call more efficiently when the time comes.
• Dialing — Our operators can dial as many attendees as you’d like whether they’re located domestically or internationally. Having an operator dial and join attendees into the call can boost attendance and minimize late entries as well as help to ensure a more personalized attendee experience. Our operators help to alleviate the stress of dialing into a conference at a specific time. It’s a VIP touch that can go a long way in making your attendees feel special.
• Introductions — With an operator conference call, you also have the option to be introduced, much like an emcee might introduce a keynote speaker at a live conference. Again, this is something you’ll want to plan for in advance by coordinating introductions with your account manager in the pre-event planning stage. For example, you may have several individuals who will be speaking during your call. Your account manager will need to know who they are, how to pronounce their names, and a few details about their background or experience so that they can be properly introduced.
• Digital recordings — Recording teleconferences is a popular option. The possibilities for recordings are virtually limitless. For example, you could share the recording with absentees; you could re-use the recording with another group of participants; you could repurpose portions of the teleconference as part of a podcast, or you could reference the recordings as needed to brush up on topics. In addition, many of our clients will later have the digital recordings transcribed, which allows them to share PDF documents of the conference’s discussions.
• Q&A sessions — Large conference calls will likely need to incorporate a questions and answers session so that attendees have the opportunity to interact with speakers and get their questions answered. There are several approaches such as pausing periodically for questions before moving onto a new topic or having an assigned time for questions at the end of the conference. Either way, with an operator-assisted event, an operator can moderate questions on your behalf, either with a dedicated phone line for questions or via chat. Having an operator field questions throughout the event helps to reduce redundant questions and ensure a more organized — and productive — Q&A session.
• Polling — Polling is another helpful, interactive tool that an operator can manage on your behalf. Polls can be used to gauge your audience’s reaction to a topic. For example, if you’re holding a healthcare teleconference with an audience made up of doctors and other healthcare providers, an operator could poll the audience to find out how many have prescribed a certain medication in the last 30 days or what percentage is in favor of or against upcoming healthcare reform legislation. With an operator working with you, you can either plan polls in advance or poll the audience on the fly.
• Sub-conferencing — Large event teleconferences often lend themselves to a feature known as sub-conferencing. This is where groups of individuals can break off into their own mini-conference calls during the event. For example, if you’re holding a training conference for educators, you may want to schedule a few breakaway sessions for more focused training. An operator can assist in setting up the sub-conferences and in bringing back attendees into the main conference once the breakaway sessions are over.
Aitelephone Select can help you with all your large event audio conferencing needs.