The conference call goes live and suddenly you are faced with a crowd of people listening in their phones, all waiting for the words coming through your receiver. If you have prepared yourself and know what you’re talking about you’ll be fine. Admittedly, facing an audience is easier through a phone than on a stage with them right in front of you, but you still have to be ready and you must have your team and speakers ready as well.
This is where your pre-conference, or "Green Room" comes in. It’s a good idea to have the organizers and speakers dial in to a conference ten to fifteen minutes early. Since you have given them speaker codes, you and they will be separate from the participants who are muted and listening to hold music. It is in this virtual green room that you can go over the timing and content of your conference call. Then at meeting start time, you can exit pre-conference by pressing *3 which ends the hold music, keeps the participants muted, but allows everyone to hear the speakers.
The green room isn’t just for the beginning of conference calls, you can switch back and forth as necessary. A good time to go back to the green room is during each break. This puts the participants back with the hold music and you and your speakers can discuss how the previous section went and prepare or make changes for the next section. The hold music also becomes a great indicator for the participants as when it disappears, they know that the conference has begun again.
Keeping the same page is vital for a great conference. Using the green room is a way to stay on top of things as well as be flexible for any changes along the way, all while displaying professionalism and putting on a great show.