The show must go on(line)! We have seen firsthand that the meeting and event industry is one that is creative and resilient. It’s why among the news of the pandemics cancelation and postponement of hundreds of events, many events have announced they’ll be going digital during the COVID-19 outbreak.
While face-to-face interaction and networking are important, going virtual allows for keeping attendees safe, audience retention, increasing inclusivity and more. Successful virtual events take more time and energy than a standard video conference so we’ve put together these tips below to elevate your virtual event and maximize attendee engagement.
1. Find the Right Virtual Event Solution for Your Unique Needs
Just like in-person events, not all virtual events are the same. That’s why it’s important to pick a tech provider that’s right for you. You want to think about the size of your event, how many sessions you want to host, what engagement features you want and your budget. We love Zoom because it’s perfect for virtual events, educational sessions, webinars, forums, private meetings and more!
2. Include a Hybrid of Live Streamed and Pre-Recorded Content
Even if they’re stuck at home, people may not want to sit through an entire conference day. Mix it up with live streamed and pre-recorded content. These should be available on-demand afterward so attendees can access your sessions on their time. We prefer having some session speakers pre-record their presentations, while our high-profile keynotes host a live stream each day. This helps drive excitement and engagement and keeps people coming back!
3. Be Prepared for Tech Issues
Your attendees can register, pay and be prepared for the event as best as they can, but a tech issue can ruin your entire plan. Be prepared to have a backup plan if your live stream fails, your guest speaker doesn’t show or you get more or less attendees than expected. Solutions can range from having a backup date, a backup flatform or a backup speaker. Pivot your plan to more of a Q/A if there are more participants than expected and re-adjust to a more intimate event if there are fewer attendees than expected.
4. Use a Mobile App
A mobile event app isn’t just useful at an in-person event. Event organizers can have attendees participate in real time using an event app that enables them to have the same interactive experience as those attending the event live. This can be polling, messaging and more. Event organizers can also send push notifications to remind attendees that a live stream is starting soon or that an exhibitor has a special offer.
5. Keep Your Event Sponsors Happy
Event sponsors are just as critical in virtual events as they are in-person events. Rotating web banners can give sponsors additional exposure to their target participants. Mini-videos of your sponsors’ products and services also allow you to promote them before and after featuring your pre-recorded marketing content.
The events industry is in the midst of a very challenging time. Be open to new ways of connecting and remember, the show will go on, whether live or virtual. We will see a continued interest in hybrid and digital events. The current situation has all wondering what the new normal will be like in the future. Don’t cancel your event due to a crisis! We can help you go virtual! Call 84 West Events today at 954-236-9000 or drop us an email at Celebrate@84WestEvents.com.
