This guide was designed to walk you through the steps to coordinating and hosting
a successful conference call.
Invite Your Participants
Send your guests, via email, fax, or word of mouth, the information listed below.
All of the conference codes and Dial-In numbers can be found in your confirmation
e-mail.
Design an Invitation:
Date/Time of conference - you may want to include an agenda.
It is recommended that you inform your Guests to log into the conference no less
than 5 minutes prior to start time. Guests joining the meeting prior to the Host
will be placed on hold listening to music until the Host activates the conference.
Audio Conference Dial-in Info:

• Instruct guests to dial into the Audio Conference approximately 5 minutes prior

to the conference

• Provide Dial-In phone numbers
• Provide Guest Code
• Require attendees to refrain form putting the call on hold, as some companies

have hold music that would disrupt the conference.
PRE-CON FERENCE PREPARAT IONS

• Set an agenda for the meeting.
• If possible, send the agenda to all meeting participants.
• Send out a reminder to participants for calls scheduled far in advance.
• Make sure you are in a quiet location where you will not be disturbed

ACT IVATE THE CON FERENCE CALL

• Be on time! It helps if the host or chairperson dials into the conference a few

minutes early. This avoids confusion if guests dial-in early.

• Turn off call-waiting. Most call-waiting features can be deactivated by dialing 70#

before dialing into the conference.

• Dial into the call using one of the dial-in numbers provided. You will be prompted

to enter your passcode. You can find all of this information on your confirmation
e-mail.

• Conduct a roll call to find out who has joined your conference.
• Remind attendees to refrain form putting the call on hold, as some companies

have hold music that would disrupt the conference.

• Instruct everyone to state their names when speaking to avoid confusion. For

example, "This is Karen, and I'd like to see..."

DURING THE CON FERENCE CALL

• Ask for feedback from specific participants instead of from the entire

group.

• Postpone any discussions that are not relevant to the conference for

another date and time.

• Promptly deal with any noise or distractions.
• Summarize the issues discussed and recap any action items resulting

from the call.

• Clearly state when you are ending the conference. Often a guest can be

left on the line not realizing that the conference has ended.