Integrating Virtual Reality and
Zoom for Enhanced Events
Objectives
Meaningful Connection
Productive Ideation
Elevated Collaboration
Skill Development
Challenges
Tech
Trust
Time
Attention
- Duration: 3 days
- Number of Participants: 70+
- Event Type: Virtual Meeting
- Event Format: Meeting
Neolé was tasked with consulting on and supporting Zoom sessions for the Salons and Summit of The Hotel of Tomorrow® Project. These events combined virtual reality (VR) experiences with Zoom meetings to create immersive and interactive sessions. Our role was to ensure smooth transitions and support for participants and speakers, enhancing the overall event experience.
Each Salon and the Summit featured both VR and Zoom components. The VR sessions took place in specially-designed airships created by Origami Air, where guests could explore displays, play interactive games, and watch live presentations. After VR sessions, participants would join Zoom meetings for Q&A sessions or longer discussions. Managing these dual-platform events presented several challenges:
- Mixing Tech with Well-being: It’s good practice not to be in VR for more than an hour or so as the headsets get heavy. We had to find a way to make each session feel valuable in or out of the headset while paying attention to the time that people were in the headsets.
- Complicated VR Instructions: Accessing the airship in VR required complex instructions, especially for first-time users. We had to find a way to deliver the instructions that made sense for people of all ages and skill sets.
- Registration Confusion: Initially, separate registrations for VR and Zoom sessions caused confusion and led to manual email follow-ups.
- Timing Conflicts: Guests often mixed up the timings for VR and Zoom sessions, leading to disruptions.
To address these challenges, Neolé adopted several strategies:
- Enhanced Support and Onboarding: We provided detailed joining instructions and held open houses to familiarize participants with VR. We also met with each speaker for a check in and rehearsal so everyone was well prepared.
- Streamlined Registration: The client switched to sending calendar invites with Zoom links included, simplifying the process for guests.
- Proactive Assistance: We opened Zoom meetings early to assist participants who struggled with VR access and to help them log into AltSpaceVR.
While the final debrief with the client is still pending, preliminary feedback has been positive. The integration of VR and Zoom provided an immersive and engaging experience for participants. We successfully managed:
- 2 Salons with 3 concurrent Q&A sessions for 40-60 guests each.
- 1 Salon with a panel discussion for 40 guests.
- 1 Summit with 5 concurrent speakers for 70+ guests.
- 14 speakers in total across all sessions.
- All events were integrated into a larger agenda that included VR presentations and activities.
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© Neolé 2024
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Strengthening Leaders and Energizing Teams
© Neolé 2024