Virtual Event Technology and Participant Preparation

1. What technology do participants need?

Requirements depend on the activity. A browser-based event may need only a computer and video call, while an app-based activity may require a smartphone or tablet as well.

Check the provider’s instructions before booking. Tell participants the required devices, software and internet connection rather than assuming that their normal work setup is sufficient.

2. Do all virtual team events require an app?

No. Some run in a browser or entirely within a video meeting. Others use a dedicated app or require materials alongside the online session.

Teamantics’ app-based activities use the free Mobile Adventures gameplay app. Participants should follow the download and preparation instructions on their event page.

3. Why do some activities need two devices?

Two devices allow participants to use the gameplay app while staying connected to colleagues on the video call. They avoid repeatedly switching between the game and meeting on the same screen.

For Teamantics’ virtual activities, participants use a smartphone or tablet for gameplay and a laptop or computer for the video meeting.

4. Can participants join using only a smartphone?

That depends on the activity and meeting format. A phone may be sufficient for some virtual events, but it is not a substitute for a required second device.

Teamantics’ standard virtual-event instructions specify a smartphone or tablet for the app and a separate device for the video call. Raise equipment limitations before booking.

5. Which video platform should you use?

Choose a platform that participants can access and that supports the activity’s meeting requirements. Check capacity, meeting duration, breakout-room availability and who has permission to manage the session.

Your organisation’s preferred platform may be suitable, but the provider needs to confirm that it supports the intended activity and hosting arrangement.

6. What are breakout rooms?

Breakout rooms divide a video meeting into smaller sessions so groups can talk and work together separately. Participants can then return to the main meeting for instructions or results.

They are useful for small-team activities, but availability and management permissions differ between platforms and account types.

7. Who creates and manages the meeting?

Agree this before booking. The activity host and the video-meeting organiser may be different people with different responsibilities.

With Teamantics’ Zoom option, Teamantics creates and manages the meeting and breakout rooms. With Teams or Google Meet, the organiser creates the meeting and manages breakout rooms.

8. What should you check when using Microsoft Teams?

Confirm that the meeting organiser can create and manage breakout rooms and that the chosen arrangement works with the external facilitator.

Microsoft states that breakout-room management requires the meeting organiser or an eligible presenter appointed as a breakout-room manager. Do not assume an external host automatically receives those permissions.

Source: Microsoft Teams: manage breakout rooms (opens in a new tab)

9. What should you check when using Google Meet?

Check that the organiser’s Google Workspace edition supports breakout rooms if the activity requires them. Confirm the meeting capacity and participants’ ability to join using their intended devices and accounts.

Google’s breakout-room feature is available only with specified Workspace editions, so a standard Meet link alone does not establish that the necessary features are available.

Source: Google Meet: breakout-room availability (opens in a new tab)

10. What should you check when using Zoom?

Confirm that breakout rooms are enabled if required and that participants use a supported joining method. Check any organisational restrictions on installing or accessing Zoom.

Joining a breakout room and managing one are different capabilities. Follow the host’s instructions rather than assuming every device or joining method offers identical controls.

Source: Zoom: breakout rooms (opens in a new tab)

11. Should participants test their setup beforehand?

A brief check can prevent avoidable joining problems. Ask participants to confirm they can access the meeting platform, download any required app and use their microphone or speakers.

Where company devices restrict software installation or external meetings, involve IT early. Do not ask participants to bypass their organisation’s security controls.

12. What should joining instructions contain?

Provide the meeting link, date, start time and time zone, expected duration, device requirements and any app download links. Explain when to join and how to get help.

Keep the instructions in one easy-to-find place. For Teamantics, the organiser can share the participant event page from the client portal.

13. Do participants need to learn the gameplay app beforehand?

Follow the provider’s preparation instructions. Downloading an app in advance does not necessarily mean participants must learn or begin the activity themselves.

For Teamantics, participants download the app before the event. The host explains how to use it and guides the activity; the sample event page tells participants to wait for instructions before starting gameplay.

14. How should office-based groups prepare for a hybrid event?

Agree whether people will participate individually or as teams sharing equipment. Test the room’s microphone, speakers and camera so remote colleagues can hear and contribute.

For Teamantics’ hybrid setup, each face-to-face team needs a smartphone or tablet for gameplay and a laptop for the video call. Follow the event-specific instructions when arranging rooms and teams.

15. What should participants do if they cannot join or lose connection?

Use the support route provided in the event instructions. Check that they are opening the correct meeting link and joining at the correct time; if disconnected, try rejoining the same meeting.

Tell the organiser or host about persistent problems. Alternative participation arrangements depend on the activity, so agree any known equipment or access limitations beforehand rather than assuming a last-minute workaround will be available.