The pandemic is forcing in-person events to shift online. If you’ve never planned an online event, you may be wondering how to get started.
New technology and platforms make online events easy to set up with options to fit any budget. But there are a few steps to take in order to get started.
When to go virtual
Nothing will ever replace face-to-face meetings. In fact, a Cornell University study found face-to-face interactions are 34 times more successful than written communications. Until groups can meet in-person again, online events provide an opportunity to share information while staying connected with your community.
Not every type of event translates easily to a virtual format. For example, a hands-on training in which participants need physical materials that they don’t have access to, won’t work online.
However, educational programs, how-to demonstrations and interviews are all examples of events that can be hosted virtually.
Why host a virtual event
The key benefit to hosting an online event is that you can reach a larger audience. Most platforms can accommodate an unlimited number of participants allowing a larger group of people to watch, learn and experience your event.
Virtual events can also engage your community before and after an in-person event. Organizations and thought leaders can provide more in-depth information about a topic discussed at the in-person event and highlight speakers with online interviews.
Selecting an event format
Facebook, live streaming, Zoom – there are so many online platforms and services available it’s difficult to know where to start. Many of the platform providers have become synonymous with the services which only causes more confusion.
Let’s breakdown the different services and formats available.
Live streaming
Dictionary.com defines live streaming as a:
- verb – to broadcast (an event) on the internet as it happens
- noun – a live broadcast of an event on the internet
Live streaming is the perfect option for longer form events, like conference, in which the content is delivered to closed audience of registered attendees. Audience members can interact by asking questions and chat with other participants. Vimeo and Brightcove are just a few of the many live streaming service providers. These live streaming platforms require a paid subscription or fee.
Social media platforms including YouTube, Facebook and Instagram also offer live streaming. However, there are live broadcasts on social media which anyone can view. Since the events are open to all viewers, this format is best for quick presentations, how-to demos or interviews. Videos can be recorded for social media followers to watch at a later date. There is no fee required to use social media channels, but you will need an account.
Web or Video Conferencing
There’s been an explosion of meetings on services like Zoom, WebEx and GoogleMeet. These video conference services are best for one-to-one, small groups and team meetings. Meetings can be recorded and participants can ask questions via chat features.
Webinars
Webinars are best for any training-based or educational programs. One or multiple speakers can present during the event which can host an unlimited amount of participants. WebinarNinja, GoToWebinar, WebEx and Zoom are just a few of the companies providing webinar services.
Preparing For the Live Event
Once the format and technology have been selected, it’s time to begin planning your event. The amount of time needed to plan depends upon the size of the event. Webinars can be turned around in a few weeks, while large conferences will need 6-12 months to plan.
As the live event approaches, it’s important to rehearse the program to make sure the technology is working and allow time to troubleshoot any issues. Take time to set up camera, lighting and audio equipment as you plan it to be for the virtual event.
The program host or moderator should get to know how to use special features like screen sharing, chats and Q&As. Invite guest speakers to be part of the rehearsal too. Ask them to download any software in advance and to set up their camera, lighting and audio before the rehearsal. Recruit one or multiple team members to assist event participants with any technical issues.
Remember to build in extra time in your program for transitions between sessions and speakers. There may be a delay when switching presentations or facilitating questions from the audience.
Go live
Now that the planning and rehearsal are complete, it’s time to go live! Hit record, share your brilliance and create a memorable experience for your attendees.
Are you hosting virtual events? What is your favorite format? If you need assistance with online programs, we’re here to help! Schedule a call to get started.