Virtual Event Solutions for Cancelled In-Person Events
As shutdowns and closures extend further into the summer months many are faced with the tough decision to cancel previously planned and scheduled in-person events. If you’ve cancelled an in-person event, or you’re considering the potential of cancelling a live event, consider virtual event solutions which allow you to shift focus and host your previously planned event, virtually. We’re showing you how to turn a cancelled in-person event into a virtual event that works for your business or brand.
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Moving from In-Person to Online
The first step to producing a virtual event is to shift the focus from bringing people together at a large venue where there is plenty of space for everyone involved to bringing everyone together online.
Moving your live event online requires several actions as follows:
-Determine a host platform for your virtual event.
-Decide whether attendees will access the event for free, or via a paid entry.
-Decide on virtual event solutions needed to fulfill technical needs.
Planning the Virtual Event
Much of the planning that you already did for your in-person event can carry over to the virtual event. Solutions to many of your technical problems relative to the event planning will be similar to those that you would have faced for an in-person event.
However, there are certain unique characteristics and challenges that you must be prepared for in planning your virtual event.
They include:
-Define how attendees can interact with each other at the event.
-Determine how networking will take place throughout the event.
-Define what you will do to keep sponsors satisfied with the event being held virtually versus in-person.
A virtual event production company will help you to define many of the important elements listed above and can guide you in determining the best solutions for the experience that you are trying to create.
Define Virtual Event Solutions Needed for Distribution
How will you distribute access to your virtual event? Various virtual event solutions exist to make this simple for you including webinars and virtual conferences.
The webinar is delivered in a live stream format in which the audience engagement takes place via a chat forum or polling that generally occurs outside of the webinar. We’ve been using webinars for some time and most are familiar with this type of virtual event solution.
Virtual conferences represent another format for your virtual event. This is significantly more complex than a webinar. Conferences that are held virtually allow for a more versatile experience for both presenters and attendees.
Virtual conferences allow for 1:1 communication sessions, presenter coaching sessions, attendee networking and various forms of interaction and engagement throughout the event.
However, they also have significantly higher technical requirements and will generally require an event producer in order to best deliver the desired experience to attendees.
Ready to Go Live?
Virtual events are delivered live or from pre-recorded content. If you choose to go live with your virtual experience, additional steps must be taken to ensure all technical aspects are planned for and that there are no technical malfunctions during the event.
Pre-recorded virtual events have slightly less risk but can also be less engaging for attendees.
Beverly Boy Productions can help you determine the virtual event solutions that are ideal for your needs. Give us a call and we’ll discuss your goals and event plans and the next steps in shifting from an in-person event to a virtual event that works for you!
