5 Considerations when Hosting Virtual Conference Events
Hosting virtual conference events is much like hosting an in-person conference event. There is endless planning and preparation that goes into the process to ensure a successful event experience for attendees. While hosting virtual conference events adds a layer of to-dos to an already busy to-do list, with appropriate planning and preparation you can deliver a successful virtual event experience. Consider these 5 potential mistakes often made when hosting virtual conference events and make sure youâve got a plan for each in advance!
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#1. Technical Experience & Ability for Attendees to Participate
First and foremost, if you deliver a virtual conference to a group of attendees that have poor internet connection the chances of involvement and participation drop significantly.
However, if you know that the attendees are likely to have poor signal and struggle with WIFI then you can plan in advance for the potential for members to lose connection, struggle to stay connected, or have trouble interacting.
While you cannot fix all of the concerns remotely, you can provide pointers.
If poor internet is a concern for your group consider telling them:
-To turn off other devices that may be using the internet during the conference so that they can use a single device for all bandwidth.
-What the ideal bandwidth is for optimal viewing IN ADVANCE of the actual conference taking place. This way they can prepare.
-The better the connection the better their experience will be while enjoying the virtual conference activities.
#2. Address any cyber security Issues Upfront
Cyber security is a growing problem that everyone online must deal with. Virtual conference events face several potential cyber security issues, especially when delivering a conference experience that is not intended for everyone.
Additionally, when you collect information from potential attendees as they sign up, such as their name or email address and phone number, you take responsibility for protecting the privacy and security of the data you collect.
Make sure to let attendees know that their participation in virtual conference events provided by your business have their privacy and the safety of their sensitive data in mind.
A virtual event video production company will work with you to ensure the privacy and safety of the data you collect if you make them aware early on of the concerns you have relative to cyber security and the conference event.
#3. Engage Sponsors & Exhibitors
Engagement is the most important element of virtual conference events. No engagement means that attendees are not having fun and actively participating and without participation sponsors wonât be happy that they are involved either.
Virtual conference events should engage sponsors and exhibitors in a way that evokes a positive attitude among the entire group.
This encourages further engagement and interactive response. Consider offering plenty of opportunities for sponsors to speak with exhibitors and provide a way for lead collection to take place.
#4. Make it Human
Virtual conference events struggle with the networking and closeness that comes from a live event simply because people are not together in the same place, but this doesnât mean that the event should feel disconnected. Humanizing the virtual conference and delivering an experience that will last a lifetime is your number one priority.
How you work to bring attendees and the sponsors, presenters and all involved in the virtual conference event together will play a vital role in whether attendees find the experience to be memorable or not.
Consider providing opportunities for engagement between all involved such as:
-Quizzes and interactive games
-Polls and immediate response with group presentations tailored to poll responses
-Interactive design and graphics produced by a professional virtual event video production company
-Networking opportunities before, during and after the event
#5. Choose Presenters Wisely
Finally, the people you choose to be your keynote speakers, emcee or just to present portions of the virtual conference can play a key role in whether you succeed. Many virtual conference events fail as a direct result of poor presented content.
If your presenters do not engage the audience, and their actions are not conducive to getting the entire attendee group involved in the conference and the activities planned, the conference will not succeed and you will not reach your goals.
You absolutely cannot settle for less when it comes to choosing a presenter! Choose someone thatâs got the attitude you desire, the training you deserve, and the skills to make it all come together.
Ready to get started with virtual conference events that will showcase your business or brand to the world? Give Beverly Boy Productions a call. Weâll help you with the rest!
