+ TIPS AND TRICKS
+ TIPS AND TRICKS
Dive into our FAQ section for valuable insights on Tours, including tips, tricks, Lean acronyms, best practices, and host branding. Get answers to your questions and enhance your tour experience with expert guidance all in one place.
How long should my tour be?
In-person tours are approximately 3-4 hours. Average virtual tours are about 2 to 2.5 hours.
How long should the introduction and company history last?
Ideally about 10 minutes. People want to hear about CI Initiatives.
How many presenters should I have?
Three to five presenters is the average.
What's the best way to get feedback on my event?
Create a feedback survey prior to the event. Good options are Google forms, MS forms or Survey Monkey. Verbal cue before the tour starts that you are looking for feedback on _____. You can provide the survey link at the beginning of the tour so participants can have it open during the tour to provide feedback while the tour is happening. Another option is to email a survey link at the end of the tour.
How do I ensure all of the participants questions get answered when hosting an In-Person or Hybrid/Virtual tour?
In-Person: Designate a dedicated Q&A session, and have a knowledgeable facilitator ready to provide comprehensive responses and create a post-tour follow-up to address any remaining questions.
Virtual/Hybrid: Assigning pre-selected room moderator(s) and have questions placed in the chat instead of asking live will allow the moderator to keep track of questions, select the most relevant questions and smoothly move from one question to the next.
Virtual/Hybrid Tour FAQ's
What's the best way to make my camera recording smooth when walking around?
Utilizing a Gimble stabilizing device or putting your camera on a rolling cart will stabilize it while moving around.
How do I control background noise when recording out the in plant?
Noise cancelling headphones or a Jabra noise cancelling speaker both work well for reducing noise and allowing you to hear while doing a live tour.
Who controls the Zoom call, breakout rooms and switching?
The AME Facilitator and Admin will handle all of the Zoom technicalities. Note only one person can control the breakout rooms, the host.
What options are there to keep my tour participants actively engaged virtually?
Configure several poll questions and enter them into Zoom ahead of time to keep your tour interactive.
I want to record my tour with breakout sessions. What is the best way to do this in Zoom?
Remember in Zoom, you are always recording in the main room. If you split your group into multiple breakout rooms for different portions of your tour, be sure to leave a group in the main room, then your recording will show all portions of your tour.
Where do I download the latest version of Zoom?
You can visit the Zoom download center to view which version you are on and links to download the newest desktop client and mobile app.
If you are attempting to see which version of Zoom is on your desktop, you need open Zoom on your desktop (not in a web browser) to view your version. If you click on your picture in the upper right corner of Zoom there is an option there to check for updates. This will allow you to upgrade to the latest version as well.
I have more Zoom questions...
Visit the Zoom Help Center to find answers to all of your Zoom questions., video tutorials, support topics and more!
How do I save the chat log?
Prior to your tour, go to Zoom account and in left menu choose Settings and in the meeting settings (InMeeting basic) turn on auto saving chats. This will automatically save all of the chat in the main room. You can also hit the three dots in the chat box at the end of your tour and hit save chat.
Of note: This only saves the main room chat. If you had breakout sessions and want to capture that chat, you will need a moderator in the room to save the chat by hitting the 3 dots in the chat box prior to them leaving their breakout room and coming back to the main room.
Virtual/Hybrid Tips & Tricks
Only the host can control breakout rooms
Turn off the waiting room to avoid having to admit each person into the tour
If you want time at beginning of tour for host preparation, turn on waiting room and only admit hosting individuals into Zoom prior to tour starting
Have everyone involved with hosting the tour rename themselves with their company name first, so you can easily find them in the Zoom participant panel.
Have all tour participants rename themselves with their name first and then their company name
Make everyone involved with hosting the tour a co-host in Zoom
Dual monitors are a big advantage if you are the Zoom host
Use the popout feature on Zoom Participants, Chat and Breakout rooms and move the windows to another screen
Allow a cohost to share the start up slide and/or presentation, so the host can utilize their screens for navigating participants, chat and breakout rooms
Consider allowing participants to choose their own breakout rooms, depending on the type of tour you are having
Ensure all room moderators and cohosts know how to use Zoom
Ensure all staff have the latest version of Zoom downloaded to their device
Do a practice run of the tour with all staff that will be involved with the tour a few days before to work out any bugs
Have participants put their Q&A in the chat and allow room moderators to ask the questions
Consider providing an image of your facility layout so participants can get a feel for where you are at your location