How to ensure a successful Virtual Event
Preparation, preparation, preparation
Ensure that you give the longest possible notice to your attendees and presenters. The more notice attendees have, the greater the chance that they can join. Presenters can hone their delivery and content. You can adapt your material, running order and success criteria to maximise the impact.
Get the message out there
With a good lead time between preparing and presenting your event, you can promote the event widely. Send out diary invites and promote on internal or external platforms like Workplace or LinkedIn.
Practice makes perfect
Test the technologies you plan to use including cameras, microphones and networks that you will use on the day. Your Virtual Event Producer can help arrange a rehearsal session. It’s important that the rehearsal mirrors the actual event as closely as possible.
Beware of “Death by Powerpoint”
Content needs to be engaging and retain attention. Think about including polls or quizzes to check understanding and promote interaction. You can even offer prizes to those who get the most questions right.
Take a break
Lengthy virtual events benefit from allowing their audience some time away from their screens. Time can be used to make a drink, a comfort break or catch up briefly on emails. Limit it to 5-10 minutes and maybe include some directions for stretching to give attendees some exercise.
Don’t assume everyone will know the ropes
The generic invitations from the virtual event platforms are designed to be intuitive and easy to follow. That said, when receiving an invite for the first time, with a number of joining options available, it may pay to make very clear how to join the event.
Also, once in the event, explain methods of communication; chat, emojis or verbal via a Q&A session. Explain who will be muted. Who will have their cameras on or off?
Should questions be asked during or after presentations? Your Virtual Event Producer will be able to help with this.
Post event actions
Once the event has successfully completed, now is the time for thanks and feedback. Email your attendees with a thank you plus additional details like transcripts or recordings of the event. A brief survey may also be useful to gauge feedback from attendees. Your virtual events will improve based on the positive and not so positive feedback from your attendees.