A year of disruption.
After years of hosting in-person events, the pandemic caused event organizers to shifting their events to a virtual format in 2020. While planning a virtual event may seem as simple as sending a link to a Zoom meeting, there is much more that goes into creating an engaging online program.
Here are just a few of the lessons learned from producing virtual events this year:
Event Technology
Facebook, live streaming, Zoom – there are so many online platforms and services available it’s difficult to know where to start. But selecting the right platform is vital to successfully hosting your event online. The first step is to determine what kind of event you want to host – a webinar, a small meeting for team training or a large-scale conference.
Once you’ve determined the event format, select the best technology to meet your virtual event needs. Zoom has become a household name, but it is not the best platform for every meeting! In a previous post we break down the various virtual technology to help you select the best option for your event.
Switch up the format
Virtual events require different content, formats and agenda than live, in-person events. What works in-person doesn’t always translate to online, so it’s important to redesign your program to align with an online format and audience.
Offer a variety of session formats to keep attendees engaged. Change up your program to include a mix of single presentations, panel discussions, networking opportunities and interactive Q&As to keep participant’s attention throughout the event.
Shorter sessions and frequent breaks throughout the program help to make a memorable virtual event experience. Participants are working from home and may not have time to attend longer sessions like workshops like they would at an in-person event. 30-45 minute sessions provide ample time to deliver the content while allowing participants time to check email, make a phone call or grab a snack during the breaks.
Create a consistent design
With many people working from home, audiences have grown accustomed to watching speakers present from the comfort of their living rooms. However, some speakers may not have a quiet location that offers privacy. When planning an event with multiple speakers broadcasting from different locations, it’s important to create a cohesive look and feel to eliminate background distractions and keep the focus on the content.
One way to create a cohesive look is to design a branded virtual background with the company or event logo and sending it to speakers to use during the event. Having a consistent background helps the audience focus on the presentation while highlighting the event’s brand.
It Takes a Village
Virtual events require a team of people to carry out a seamless, glitch-free program. From audio/visual techs who run each session to producers who oversee the program content to moderators facilitating Q&A to registration and customer service teams – producing an online event takes a team of people to run the show. Additionally, there are graphic designers, IT experts, meeting coordinators, sponsorship liaisons and many others who help in planning the event.
Do not underestimate the value and importance of having the right team in place. It is the key to creating a flawless event.
Practice, Practice, Practice
After eight months into working from home, most people are familiar with Zoom. That doesn’t mean they’re tech savvy experts – especially when the spotlight is on. Whether working with experienced professional speakers, vendor partners or team members and staff, it’s important to rehearse the program in advance of the live event.
Host a rehearsal to run through the program from start to finish. (You may need more than one rehearsal if you’re organizing a multi-day program.) Use this time to identify and resolve any tech issues, delays between segments, staffing gaps and test the broadcast quality. This will help minimize any hiccups on the day of the virtual event.
Do you need support with producing a virtual event? Let’s chat! You can schedule a time for us to meet here. Whether I give you some quick tips, or you need more in-depth help, you’ll walk away with valuable ideas.