To ensure your event goes smoothly, here are some best practices and tips for using Beekast optimally.
1. Preparation before the big day
Good preparation is the key to avoiding unnecessary stress.
Do a full-scale test: at least four hours before your event, test your session with the help of one or two colleagues. Check your equipment, your Internet connection, and how your presentation runs.
Communicate with participants:
Send an invitation email using the Share button in your session
On the day, display a slide with clear connection instructions, mentioning the full URL (“www.beekast.live/XXXX”) or simply the session code.
Sell the benefits: explain to your participants why they should connect. Highlight the benefits of Beekast: speaking freely, asking questions, sharing their opinion, and taking part in activities.
2. Tips for facilitation
Give people time to connect: allow participants a few minutes to join the session.
Launch an icebreaker activity: to help them get familiar with the platform, start with a simple, fun activity, such as a word cloud asking “How are you feeling today?” or “What are you expecting from this session?”.
Brief your team: if someone other than you is running the presentation, make sure they're comfortable with Beekast's features.
3. Hardware configuration and projection
Event use
Use two screens: ideally, use one screen to manage the session and a second one (projector, external screen) for the projection.
Check the display: make sure the zoom level and font size are properly adjusted so everything is readable from anywhere in the room.
Meeting or training use
Switch to extended display: use this feature to separate the facilitator's view from the projected view.
Use a mobile device: for more freedom of movement, feel free to run the session from a tablet or smartphone.
Turn on controls: to manage the session directly from the projected screen, turn on controls by moving your cursor to the top right, then clicking Settings to enable the “Show controls” option.
4. Technical requirements
Internet connection
Wi-Fi is essential: Beekast requires an Internet connection, both for you and your participants.
For 100 participants or fewer: 4G may be enough, provided network coverage in the room is excellent.
Beyond 100 participants: a stable Wi-Fi connection is mandatory.
Wired connection: for events with more than 100 people, a wired connection of at least 2 Mbps is recommended for the computer doing the projection.
💡Good to know
Recommended bandwidth: for 100 participants, plan for a bandwidth of 20 Mbits/s. You can adjust this figure with a cross-multiplication based on the number of people.
Device requirements
For the best experience, make sure that:
The Google Chrome browser is preferred
Your devices (smartphones, computers) and browsers are up to date
Cookies and local storage are allowed;
Internet Explorer is avoided if no recent version is available on the devices used.
5. Troubleshooting
If you run into difficulties, here are the right reflexes.
Synchronization issues (pop-ups, messages)
Refresh the page: this is the first thing to do. Also ask your participants to do the same.
Check your connection: run a speed test to make sure your connection is stable.
Persistent issues (spinning bee, “reconnecting” bar)
This can be related to security blocks or firewalls on your network. Contact the support team to receive a document to pass on to your IT department.
Live help
Use the lifebuoy at the bottom right of your sessions to access tutorials and the knowledge base.
For immediate assistance, contact Live Chat or write to [email protected].
❓FAQ
How long before the event should I test my session?
At least four hours before, with the help of one or two colleagues, checking the equipment, the Internet connection, and how the presentation runs.
How do I invite my participants to connect?
By sending an invitation email via the Share button, then, on the day, displaying a slide with the full URL (“www.beekast.live/XXXX”) or the session code.
What screen setup should I use for an event?
Ideally two screens: one to manage the session and a second (projector or external screen) for the projection. In a meeting or training, extended display lets you separate the facilitator's view from the projected view.
What Internet connection do I need depending on the number of participants?
4G may be enough for up to 100 participants with good network coverage. Beyond that, a stable Wi-Fi connection is mandatory, with a recommended bandwidth of 20 Mbits/s for 100 participants (adjustable by cross-multiplication), and a wired connection of at least 2 Mbps for the computer doing the projection beyond 100 people.
Which browser should I use for Beekast?
Google Chrome is preferred. Devices and browsers should be up to date, cookies and local storage are allowed, and Internet Explorer is avoided if no recent version is available.
What should I do about a synchronization issue (pop-ups, messages)?
Refresh the page (you and your participants), then check your connection with a speed test.
What should I do if the issue persists (spinning bee, reconnecting bar)?
This can come from security blocks or network firewalls. Contact the support team to receive a document to pass on to your IT department, or use the lifebuoy at the bottom right of your sessions, Live Chat, or [email protected].