Our team had quite a few conferences planned this year that needed to completely shift gears to virtual. Ingrid just wrapped up her first fully virtual conference and noted what she learned, how she would do things differently, and the tools available to those planning a virtual conference.
“It is possible to host a successful virtual event and there are many tools available to help you create one.
Do a little research to see what would work best for your event. Streaming platforms, apps and websites provide free trials and support. Services want you to be happy and are willing to show you how you can use their platform to make it work. Platforms are updating continuously. Apps that were created for live events transformed into use for virtual events. Buy an app now and you can use it again for in person events in the future.
A few streaming platforms available include Crowdcast, Zoom, Cisco Webex, GotoWebinar, etc. Apps include but are not limited to Socio, Sched, Whova or Pheedloop or create a page of information on a website.
Timing of a virtual event is important. Instead of hosting a 3-day in person event, spread the sessions out over a week, a month or several months. I found having 1 or 2 sessions a week in one month is successful. Choose different times for each session to accommodate attendees, but make sure to not go too early for Pacific Time or too late Eastern Time. 10 a.m. Pacific Time is 3 p.m. Eastern Time and works for all time zones. Keep sessions to less than two hours. You don’t want your attendees to become Zoombies and you want to maintain attendees attention span.
Keep it simple. Have presenters record presentations ahead of time. It does take time, but it saves any unexpected hiccups during your session. You can break up the event by having the Keynote Speaker Live. Allow presenters to be Live during Q&A. It is also possible to provide audio to an attendee, if you want attendees to raise their hand during Q&A. If time is short, the written Q&A in the streaming platform works well.
Assign tasks. If someone needs to share slides, make sure there is another co-host available to share the slides for the presenter. One person is already busy making sure technology runs smoothly and people are on mute if needed. Assign one person to be the moderator to introduce the session, introduce the presenter and ask questions. Have one person assigned as helping attendees with technology. Create a direct line to technology at least an hour before each session and during to allow attendees to speak to a live person to help them work through problems that arise.
Set up a rehearsal. Either right before the session or a day or two before. Make sure everyone is using the same computer that will be used during the session. This is a time to make sure Video and Audio is working. It is also a time to answer any questions.
Communicate. Create a Run of Show for speakers, staff, moderators, etc. It should show date, time, task and person responsible. Have a minute-to-minute run. Make sure to include Time Zone.
For example:
10:00 a.m. PT Rehearsal with all Panelists.
10:30 a.m. PT Start Recording, staff
10:30 a.m. PT Introduce first speaker, Moderator.
10:32 a.m. Start Presenter Recording, Staff.
Communicate with attendees before and after they register. Keep information in the app updated for those registered. Keep information on the website front and center. Post in social media as appropriate. Send out emails. You want to make sure everyone can find your information. Continuous communication provides reminders for everyone as well.
Happy Hour. Provide a break for everyone with a Happy Hour. Create a signature cocktail and share ingredients prior to the Happy Hour. Have a moderator for the Happy Hour to keep communication flowing and make sure there are time limits for those speaking. If funding is available, send attendees ingredients in the mail. Swag with the organizations logo is also possible to send in the mail.
Record the sessions. If an attendee is not available during the scheduled time, they can come back to the app or website to view the recording.
Pricing. Registration cost does not need to be the same as in person events. Food is not being provided. However, there is technology and staff. Also the content is the same valuable information as in person. Do not devalue the content provided. Find the break-even cost. How much will it cost to provide technology and staff time vs. how many registrations are needed to cover the costs. Remember early bird registration. An example of price is $100 for members and $150 for non-members during early-bird registration. Raise the price by $50 after early bird. Know your audience.
Sponsors and Exhibits. It is possible to have a location in an app or a website for Exhibits and Sponsors. Let them send you logos, brochures, summary and contact information to add to the app or website. Create a game in the app or website giving points to attendees for visiting sponsors and exhibits. Use the logos to display on the streaming platform as you wait for the session to begin.
Surveys. Do not forget the survey. Attendee experience is extremely valuable. What went well and what did not? What sessions are attendees interested in for the following year?
Engaging with attendees and networking is not completely the same, but is possible virtually. Welcome to your virtual event!”