4 Key Things Event Producers Need to Do For a Successful Virtual Event

October 25, 2021

The rise of virtual events in the past year and a half have brought exciting developments to the event industry. 

Virtual events play a significant role in saving hefty expenses incurred during renting event halls. Not only do virtual events save companies on the cost of renting event halls; they also help organizations reach a larger audience by being more accessible, convenient, and affordable. A recent study by LinkedIn says that 45% of the B2B events will be virtual in the future.

But producing successful virtual events requires different strategies than producing in-person events. 

Here are four key things that virtual event producers should do: 

1. Train your speakers

Speakers at your event might not necessarily be comfortable with presenting at virtual events. They may be accustomed to seeing their audience live, feeding off the crowd’s energy, and relying on the in-the-moment feedback that live presentations provide. In a virtual setting, speakers need to utilize different strategies to activate the interest and hold the attention of the attendees. Be a resource for your speakers, and give them the tools they need to succeed. 

Here’s an insightful blog explaining six practical ways to make your speakers perform better during virtual and hybrid events.

2. Rehearse 

A smooth flow of the event with seamless transitions of speakers is the key to a flawless event. The speakers, the staff, and others involved in the event must know the sequence of other speakers and proceedings of the event. Moreover, the speakers and the presenters have to be taught the technical aspects of the platform. For example, where will they see questions coming in from the audience, or how will they know they need to wrap up? 

In addition, factors like the internet connection of the speakers, lighting, position in front of the screen, the utility of the mute/unmute button can make or break a presentation. Conducting rehearsals is the best way to check if all these elements are correctly in place

3. Plan in advance

Virtual events very often mean pre-recording sessions ahead of the actual event, with sessions often presented “as-live.” Understand that this may require extra speaker management on your part: to ensure sessions are recorded by their deadline, are kept to their allotted time, and are prepared to make the best use of the virtual tools for engagement (i.e., chat, polling). Work with your team to assign target dates, and check in regularly to keep on track.

4. Know your audience

The pandemic has made an impact on our lifestyles and the way we learn and absorb information. Some individuals may be better learners at in-person events, while others may have gotten comfortable learning and grasping information behind the screens. These choices have to be well-analyzed by the event organizers to decide for the other events accordingly. 
Undoubtedly, virtual events contribute to reaching a massive audience. But it certainly depends on the attendees if they are genuinely comfortable with it. Understand the needs of your attendees, and leverage the tools you have available to engage with them. Brandable Zoom Player with our clients connects virtual attendees with content, branding, and each other 

In Summary

  1. Train your speakers
  2. Rehearse
  3. Plan in advance
  4. Know your audience

Conclusion

Carrying out these virtual event best practices will help your program go a long way. The unprecedented momentum gained by virtual events during and after the pandemic has been strong. Across all sectors, these virtual events will continue to reign and offer agility in connecting people. Event organizations must continuously learn and optimize their virtual event ideas and choose suitable event platforms to offer unforgettable experiences. 

At Performedia, we have robust technology, seasoned teams, and crews to take care of all the event’s onsite and online experiences. We also offer innovative opportunities like virtual booths, live-question record features, interactive surveys, and polls to help network the attendees, thus making your event impactful in all aspects. 

Schedule a call with us, and we’ll show you how we can elevate your virtual/hybrid event experiences.