Though the phase that the world went through two years ago was unimaginable and closed a lot of doors for us. However, as they say, every dark cloud has a silver lining, the pandemic also brought something that we never expected. It was during the pandemic that we got our events online and started to use them on a wider scale. Though the concept of virtual events has been there for quite a long time, they gained popularity when the human movement was restricted.
However, there are still a few organizers and planners who have no idea what it takes to host successful virtual conferences. Keeping them in mind, we have come up with this blog. Since virtual conferences are the present and the future, we have compiled a list of a few tips and ideas that the organizers need to take into consideration while hosting virtual conferences.
Use the Camera
Even though virtual conferences are the digital replica of in-person meetings and conferences, they are slightly behind in delivering the same experiences as the latter do. In such cases, it might get difficult for the organizers to get a hold of the attendees’ attention. However, online event platforms allow the organizers and the attendees to turn the camera on. So, whenever possible, ask your speakers to turn the cameras on. The fact that the attendees can see the speaker makes the overall experience more engaging. Also, it would help you add a human touch to the technology-driven virtual conference.
Use the Best Equipment
Even if you might not want to believe it, the slightest disturbances in your audio and video quality can ruin the entire experience for your attendees. It will distract all the attendees and disturb the flow of the virtual conference. Hence, it is always advisable to use the best quality audio and video equipment. Along with the quality of the audio and video equipment, consider your internet connection. Always check your internet connection a few minutes before logging in. Also, prefer using a LAN instead of a Wi-Fi.
Keep a Check With the Guests and Speakers
One of the most important factors is to keep a check with your attendees while you are planning your virtual conference. Keep them updated with the event flow and ask for their updates regularly. Ask them if they have prepared the content they will be presenting to the audience. Not only this, while you plan your rehearsal sessions, include your speakers in them as well. It will serve two purposes; you will be able to demonstrate the online conference platform to the attendees, and you will be able to review the content that they have prepared for the virtual conference. So that if there’s any review or correction, they will be able to correct them in the meantime.
Keep the Attendees Engaged and the Conference Interactive
Once you are in the online conference, ensure you keep the attendees engaged throughout the conference. Though it’s not that challenging, it’s not that easy either. You can use the audience engagement tools that the online conference platform provides. You can use the live Q&A, live polls, and Live Surveys to keep a check on the attendees and get their reviews and feedback. Also, the organizers can host audience engagement activities that will keep hold of attendees’ attention during the conference. It will help you keep the attendee engagement rates intact throughout the online conference.
Keep a Plan B
While you are planning to host a virtual conference, make sure you always keep a backup plan in mind. The reason is simple; what if things go wrong during the conference? Since virtual conferences are hosted over technology, there are chances of things going wrong during the conference. Hence, it is always advisable to keep a secondary plan so that even if things go wrong, you will be able to handle them effectively. So, always have another set of equipment handy. Have a piece of secondary audio equipment, a set of wires, another laptop, and a LAN cable with you.
Host a Rehearsal Session
It is crucial to plan and host a rehearsal session two-three times before your virtual conference. It doesn’t matter how many times you have hosted online conferences, you still need to ensure that you go plan a run-through before your virtual conference. Also, while doing it, invite your speakers, hosts, and entire team during the rehearsal session. It will help them get an understanding of the Customizable virtual event platform. The reason it is vital to do so is that it will help them go through the platform and have an understanding of it.
Though virtual events have become immensely popular, there are still organizers who need to understand things to host a successful conference. We have tried to include all the major points that one needs to consider. Incorporate them into your planning, and host an experience never seen before.