Now that we have sailed two years in the pandemic, almost everyone around the world has adapted to the idea of virtual events. Though several organizations have mastered the art of hosting conferences through the internet and become pros at it, there is always room for improvement.
Therefore, we have decided to share a guide with you that will help you host efficient and effective virtual conferences. Enjoy reading!
1. Keep it Short and Simple:
To start with, keep the video conferencing as short and crisp as possible. Always remember web events and formats have a set of advantages; they have their disadvantages also. ‘Zoom Fatigue’ is one of those limitations and challenges that come with them. Generally, people feel tired after attending long and extended virtual sessions; this phenomenon is known as ‘Zoom Fatigue’. This compels participants to leave the session mid-way and it affects the event attendance rate of the event. Moreover, since the attendees aren’t able to concentrate on the event, it doesn’t lead to any outcome. Hence, keep the sessions short and crisp. Don’t add information just for the sake of it.
2. Always have a Plan B Ready:
No matter how efficient or expensive tools you are using, it is always suggested to have a backup plan ready. Emergencies come uninvited, and to save things from getting ruined, we would suggest you keep a backup plan handy, always. It won’t only save you from embarrassment, but also your guests will appreciate you for your presence of mind. Always keep another set of devices as a backup plan; along with it, don’t forget to have another internet connection handy. In case, your internet connection stops working; you can continue with another connectivity option.
3. Share Guidelines Beforehand:
If you are planning to host a virtual conference, we suggest you form a set of guidelines and share it with all your expected attendees beforehand. It will help you avoid chaos in the main event. Not only this, it will keep the attendees informed and updated, and they will have clarity with everything. Mention all the rules and regulations of the virtual conference. Include the timings, date, and even an itinerary.
4. Use Best Available Equipment and Platform:
Another tip that you should always consider is using the best available equipment and Live Event Streaming Company. You should never compromise when it comes to the event platform and should always get your hands on the best name available. Compare at least 4-5 options before selecting your platform. Never underestimate the power of your virtual platform; it can literally make or break your entire game. Along with it, use the best laptop, microphone, lighting equipment that you have. These factors will impact your video quality.
5. Practice, Practice, and Practice:
No matter how efficient you have become at hosting virtual conferences, you can never be proficient enough to not practice. Always host a rehearsal session quite a few times before the main conference. It will help you get your hands on the virtual conference platform. You can also invite your speakers and guests for the practice session. It will help them understand the platform so that they don’t have to always rely on the tech team for everything.
6. Interact with the Attendees:
One most prevalent myth people have regarding virtual conferences is that they are not effective when it comes to interaction opportunities. They think virtual events don’t come with effective interacting tools that help the attendees to connect with each other. However, let us debunk this myth for you. Virtual conferences are as effective as physical meetings. But, it all depends on the platform that the organizers have picked for the virtual conference, and the tools the web solution is providing. You should always pick a reliable platform that has efficient interaction tools. Also, during the event, interact with the attendees as much as you can. It will make your conference engaging and make it more of a two-way video conferencing. Start with acknowledging their presence, reply to their messages, answer their questions, etc.
7. Record Your Conference:
It is another great tip suggested by experts to virtual conference organizers. There are several conference tools that come with a recording feature. This feature lets the organizers record the entire virtual session. The main and the biggest advantage of this feature is that the organizers can use the recordings for their future references. For example, if they have a query related to the conference, or if they want to re-check something; they will always have a ‘go-to’ solution. Along with it, the organizers can use the snippets to send it to the attendees who missed out on the session. On top of that, the organizers can use the highlights and post them on their social media channels. It won’t only allow them to expand the reach of their event but also their brand.
8. Keep Minor Factors in Check:
In quest of several big and significant features, the organizers generally tend to ignore the small yet most crucial factors. Always keep a check on small and subtle factors; it is where the actual magic happens. For example, always wear subtle and suitable clothes; don’t wear too bright clothes or light colors. Wear according to the occasion and the subject of the conference. Apart from that, always keep your background clean; it should never be distracting. Not only this, avoid unwanted and unnecessary noises in the background. All these factors are minor, but they have a very significant impact on the overall success of your plans and virtual conference.
These above-mentioned factors have been shared by experts who are conducting web events for quite a few years now. Incorporate them into your planning, and see how it impacts your conference; of course, in a better way.