5 crucial steps often overlooked when hosting virtual events
What options do conference organizers have in responding to the coronavirus outbreak?
As brands scramble to re-imagine their events in the wake of cancellations resulting from the COVID-19 outbreak, there is a resurgence of interest surrounding the virtual event space—one that looks a whole lot different than it did 10 years ago.
Live broadcasts and on-demand content are ubiquitous in the industry today. But despite the advances in technology, from live streaming and social-casting to next-gen webinar tools and video conferencing, the concept of taking an entire event community fully digital (and, potentially, on a tight deadline) is new territory.
So, how do you pivot on a dime toward the event of the future?
One way is to make sure you make good decisions despite the stress, is to plan for various possibilities. Here’s some important factors to remember:
Your audio and video needs to be good enough to not distract your audience. Poor audio and video will detract from your message. Good audio is more important than good video, and no video is better than bad video.
Get the support you need. Having an on-location production team can greatly improve quality and allow you to focus on content and delivery. However, with a few key principles and the right gear, you can get a strong result on your own. What is important, is to have the support you need in case somethings go awry.
Test the complete A/V setup and software at least a day before the event. Even with experience with the software, it is important to make sure everything your using works. Test our your equipment before you need it, this includes your internet connect. If you working with other virtual presenters, try organizing for everyone to meet at least 15 minutes before you go live, this way you can make sure everyone’s set up is up and running.
Plan for backup crucial A/V components. Depending on your event, there is no ‘one size fits all’ solution for how to handle AV. But it is important to make sure that if your mic packs it in, you should have a backup just in case.
Give moderators extensive instructions. In addition to the usual guidance, moderators should make sure to explain the format of the panel at the beginning, as well as the form the Q&A will take. Who will be monitoring questions, changing slides, sharing screens, the sequence of presenters, etc.
These are just some examples of components of virtual events that can be overlooked. Another crucial part of moving your events online is marking sure to circulate your events on social media platforms. Encourage presenters and attendees to share your event as much as possible, even without the handshakes, its a great way to keep your networking alive.
Looking forward, conferences will continue to experiment with online formats, both to help them respond to events like the coronavirus and to make them more sustainable. We hope this helps others as they think about how meetings will adapt to our uncertain future.