Virtual events in a few steps
Taking a virtual approach
Humans have always craved social interaction with other humans and live events are not going to disappear. With that said, virtual events in the short-term are the new normal.
Before embarking on your transition to a fully virtual, or hybrid event, it’s important that your chosen event partner is fully aligned with you on your overall objectives for each event.
We work with our clients to determine answers to the following questions that inform our recommendations for their virtual event’s format and design:
What do you want your attendees to walk away thinking about? Feeling? Having learned?
Which elements of your live events will and will not translate will into the virtual environment? What can be enhanced or improved because of the virtual environment?
What is a realistic agenda? If there are learning objectives, how will we ensure they are achieved?
How will we keep the audience engaged virtually?
Is there time for “fun” or would it be inappropriate?
5 key points to a successful virtual approach
Using technology as an enhancement, not an obstacle
As the world has become more accustomed to seeing colleagues, friends, and family in the virtual environment, there is a risk of “screen fatigue.” Therefore, only insert technology to enhance, not to distract from, your attendees’ experience.
For example, audience polling, voting, and question submission help connect the audience with each other and also with the speaker (asking simple questions to start breaks down peoples’ hesitancy to participate).
Keep and strengthen the connection between the speaker and the audience
Faceless webinars lack luster. We work with our clients’ presenters to test video and sound quality (and provide an at-home technician if appropriate) to ensure the best delivery for their event. Sharing legible content is critical, but so is showing the speaker as the content is shared.
Use small groups to focus on detailed topics and foster collaboration
There are many online platforms available for your virtual event. Ensure any chosen platform allows for concurrent break out sessions, enabling attendees to connect in smaller groups for focus topics or team projects. From our experience, adding an element of competition between break out teams can be an effective way to keep people engaged and feel as though they really contributed.
Don’t neglect basic human needs
Build in time for people to live their life during your event. Just as they would in person, your attendees will still need to answer important calls, check emails, use the restroom, eat lunch, stretch their legs, or grab a coffee. Now they may also need to walk the dog, help a child with homework, or accept a grocery delivery.
You can do some of these activities together (like yoga or meditation, or break out lunch table groups to foster networking), but be sure to leave time for people to address their personal needs individually. For example, coordinating lunch delivery would be a nice touch if the scope is realistic.
Keep the fun
Just because you’re not there in person doesn’t mean you can’t retain some of the elements your attendees love about your live events.
Add in musical entertainment (virtual or socially distanced), mail everyone in advance a cocktail kit for virtual happy hour at the end of the session. You can have a costume themed coffee break (prizes involved!), a selfie competition, or some other activity that lightens the mood and resets the tone.
Next steps
Start to explore the options best suited to your virtual event.
Define the objectives and goals
Confirm the timeline and budget
Get started. The longer you have to build up buzz for the event, the more engaged your audience will be
Thank you for reading.
No two projects are the same, and we’re full of ideas to bring your objectives to life. If you would like to find out more, please do get in touch.
