Regardless of whether incidences are skyrocketing or you simply have little lead time for your next general meeting, in this article we will show you how to quickly and legally implement your general meeting online with TEDME - or the online part for your hybrid meeting.
First clarify the organisational aspects of the general meeting
The most important thing comes first: all organisational issues relating to your general meeting. You probably know your articles of association and the regulations for your meeting inside out. Just to be on the safe side, take another look and check whether you have thought of all the formalities.
Especially if you want or need to switch quickly from a physical event to a virtual version, you should definitely clarify whether or how you can
- have to adjust the agenda once again,
- should adjust the original timetable for each agenda item or vote,
- have to send out the invitation again,
- the speakers online,
- weighted votes or voting proxies must be taken into account.
Once you have clarified all this, you can move your virtual general meeting to the Internet in just a few hours - with TEDME.
Upload the list of participants and set up voting questions
It's really quite simple. All we need from you is a list of possible participants and their voting weights. If someone is unable to vote, simply enter a zero in the corresponding table cell of your list.
In addition, we need the questions you wish to vote on, as well as the possible answers and answer options: Are multiple answers permitted? Is only one answer valid?
You can find out more about authenticated participants in the module TEDME Auth.
Remember the Q&A session and participant questions
When moving your meeting online, ask yourself how you want to organise the Q&A session and where the participants' questions should be received and collected. In an already organised event platform or simply via TEDME? In addition to the technical issues, also consider organisational and time-related aspects.
How long should the Q&A session last? How do you want to collect the questions - moderated, anonymous or open for all to see? Anything is possible with TEDME, the important thing is that you decide.
An open submission of questions ensures more participant activity and therefore a more lively meeting. On the other hand, with a moderated session chat or anonymously submitted questions via the TEDME Q&A module, you can better control which content is used during the meeting.
Streaming or a video conference?
You also need an online solution for broadcasting images and sound. A stream is always suitable if you expect many members, want to produce a high-quality broadcast image and are focussing on presentations rather than joint discussions.
If the group is smaller and an exchange with image and sound in both directions is to take place during the entire event, a video conferencing solution is more suitable.
Whatever you choose, you can integrate both in TEDME with just one click.
In both cases, remember to activate the recording or order it from your service provider. This will make it easier for you to take minutes and possibly record individual passages from the meeting for the production of a video trailer for the next general meeting.
The complete general meeting in a single tool
You can either integrate TEDME into your existing event platform or, conversely, integrate other tools, such as the video conferencing solution, into TEDME. Both directions are possible - thanks to iframes and APIs from TEDME.
The IDs of your participants' names are also transferred and nobody has to register twice or download another tool. This is a real plus point for our voting solution, especially at general meetings where elections and voting are involved and you don't want to lose anyone.
Receive a simple briefing
To ensure that you set up your virtual general meeting correctly, we will provide you with a brief, simple introduction to the tool. Alternatively, we can take over the implementation for you - just as you like and need it. Many organisers make use of this service from us, especially for their first event. After that, most of them are able to do it all by themselves, because our tool is really very easy to use.
How quickly your general meeting is online
It depends a little on how advanced your overall planning already is. However, TEDME can be set up very quickly. It can be set up and ready for use in around 48 hours before your event.
Admittedly: That's already pretty tight. If anything changes here or internal questions arise, things can get hectic for you as a planner. It is technically possible from our side. However, we recommend that you allow for a little more time.
All other events are online even faster
Did we just talk about a time buffer? You can reduce this even further at an event without official elections or voting. After all, nobody has to upload or check a correct list of participants and votes.
Conclusion
Do you want or need to get your general meeting online quickly? Either as a purely virtual event or as a hybrid event? With TEDME, you can do this in just a few hours - legally compliant and convenient for your participants. Contact us right away so that we can set up a demo account for you and you can get started as quickly as possible.
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