Web meeting/conferencing software

1. Brief description of the category including examples
Web Conference systems provide online rooms in order to mimic the experience of a traditional face-to-face meetings and presentations while decreasing the travel and time investments of traditional meetings. Although the communication formats available through Web Conference software packages vary, the basic idea is to organize and conduct a meeting or presentation online and to accommodate a number of participants. Most software systems use a moderator/participant model in which one person in the room is assigned moderator permissions, and a number of participants are accommodated by the online room. To effectively replicate the functionality of a traditional meeting in which participants can interact, share agendas and reports, view presentations, sketch ideas on dry-erase boards, and develop documents, multiple communication tools are utilized by Web Conference software systems. Depending on the software, these communication tools might include one, two, or many of the following: video-conferencing, voice-over IP, shared digital dry-erase boards, text-chat, desktop and application sharing, and Internet co-browsing. Software packages and their options vary widely. Some systems require the use of additional communication methods, such as a teleconference call, in addition to the online meeting software in order to mimic the functionality of a traditional meting. Athough there are many online meeting products, examples of Web Conference software packages include: Click-to-Meet, WebEx, Microsoft LiveMeeting, and Talking Communities (used by the OPAL, or Online Programming for All Libraries consortium). Although Web Conference software is primarily designed for meetings, the online meeting rooms can be used for online programs, training, classes, interviews, and demonstrations.

2. System, software, and hardware requirements for presenter (includes a general idea of cost)
Many Web Conference systems are hosted by the software vendors, and the software and hardware requirements for the presenter are not extensive and not greatly different than the needs of the participants. Software applications are either installed on workstations or consist of browser plug-ins. To present a program or conduct a meeting, most, if not all systems recommend a high-speed Internet connection. In addition, inexpensive microphones are needed for VoIP. However, for more robust systems such as Click-to-Meet, that include videoconferencing, or systems that provide application sharing, presenters can host their own server and Web conferencing applications. These systems are obviously the most expensive with regard to hardware and software, and because they are more complex, they often require training. Other concerns for presenters, particularly presenters interested in hosting their own system, are network performance and security issues. However, non-hosted systems offer more control over the online meeting room space, and the costs can be negated through shared partnerships among libraries or library systems.

The costs for Web Conference system licenses vary widely, and organizations could spend anywhere from a few hundred dollars to thousands of dolloars. Even within a system, there are a number of pricing options. For example, WebEx provides pricing per individual meeting. Most vendors also charge more per seat. For OPAL, which is the library consortium using Talking Communities software, the price is very reasonable. For 2005, member libraries agree to presnet at least two public national programs and to contribute $200 which gives them access to the OPAL auditorium (a large online meeting room which accommodates hundreds of participants and is available to all participants nationally) and a smaller 20-seat individual room which the library can use as they wish. Additionally, libraries can share the costs by sharing an online room among many partner libraries.

3. System, software, and hardware requirements for participants (includes a general idea of cost)
For most Web conferencing system, there are very few requirements for participants, and almost no costs. Most software systems work best on high-speed networks—particularly those systems that include videoconferencing and application sharing. All systems require participants to download a browser plug-in or other small application. The biggest issue with these plug-ins and other applications is that people wanting to attend an online meeting or program at work will need to have administrative rights on their workstations or will have to have their information technology department install the applications. In addition to a workstation with an Internet connection, the only other hardware requirement would include a microphone for VoIP and web-camera for videoconferencing.

4. Advantages and disadvantages

Advantages
Eliminate travel costs.
Saves time.
Most systems provide the option to record the presentations. These recordings can easily be turned into podcasts and archived presentations available for future use.
Many systems (like Talking Communities) are very easy to use and require no training.
Flexible delivery, access, and pricing models to fit every need.
As collaboration and cross-agency partnership become daily activities for the majority of organizations, flexible, functional online meeting space is necessarily to conduct business. The online meeting software packages are very successful in re-creating the face-to-face experience without the travel and time costs associated with traditional meetings.
Some systems (again, like Talking Communities) are specifically built to be accessible to the visually impaired. However, not all online conference systems are as accessible.

Disadvantages
Although the set up for participants is minimal, much of the success of Web conference systems depends on the individual participants to install and troubleshoot the software and hardware required per system. Because the participants are often separated geographically and using different operating systems, networks, and local variations regarding client configurations, it is difficult for the presenter to help troubleshoot the problems.
Many systems are not fully compatible with Mac and Linux systems.
With more robust systems, the software is much more complex and can require training.
Although there is potentially a higher functionality with the more robust systems that include videoconferencing and application sharing, there are also higher risks for errors, network problems, and system failures.

5. Number of people that can be served
There are virtually no limits to the number of people who can be served by this format inherent to Web Conferencing software. The systems accommodate anything from very small one-on-one meetings to very large presentations with hundreds of participants. Because most software packages also provide the option to record presentations, the systems can serve an unlimited number of people after the live presentation through archives and podcasts.