In the post-covid era, virtual events enjoy great popularity. Modern tools allow you to stay in touch with clients and colleagues, be it at a conference, a meeting, or a fundraising event.
But how to create a successful virtual event so that people would love to participate in it. In this article, you will get acquainted with some tips and advice for creating and conducting a successful virtual event.
Create a microsite
The event needs to be promoted if you want it to be known by a lot of people. A website can solve the problem. The microsite can be perfect for virtual event registration. All the news about the upcoming event, short bios of speakers, details about sponsors, and chats can be found there. The site can help the spectators and participants access the event. Even those who have missed the event can have the information about the event.
Mix live and pre-recorded material the right way
It is not preferable to give pre-recorded presentations to play on the safe side. Spectators always appreciate the live presentation of the material, which makes the event interactive. Do not forget to assign roles and responsibilities initially. For example, elaborating a clear plan with the speaker so that he knows how to answer the question he will be asked and who will choose them. For participants to feel that they are involved, you have to invite them to ask questions. Chats and microsites like Google Forms come to the rescue.
Let the participants rest
First of all, an intense, long webinar with no breaks can be hard to perform. A session longer than 45-90 minutes is hard to follow, and it is preferable not to speak for more than 90 minutes in order to keep the attention of the listeners. Not to tire them out, take small breaks and make the participants stretch, and have a snack or a drink.
Rehearse the virtual event
You can identify problematic aspects and have time to correct them this way. You can identify complex elements and have to fix them this way. Check that the audio and video signal is stable and that the speakers are familiar with your platform and how the cameras are positioned.
Check the technical support
A webinar or a conference will require an entire production team as a regular event. You will need 6 to 8 people who can give instructions, manage virtual rooms, and manage graphics, sound, and transitions. This is done not to face some problems during the webinar. The success of the event is guaranteed by a precise distribution of responsibilities.
Check the accessibility of the event
Be convinced that the event is accessible to everyone. It is essential to be accessible to people with disabilities. You can use live subtitles; you can also organize interpretation for foreign participants and use sign language interpreters. If your event is not budget-friendly, remember that there is a European funding network, which will help you financially make the event accessible to bigger masses.
When planning any public performance, we understand how important it is to establish emotional contact with the audience: to be natural, to be able to cheer people up, to feel at ease and involved in your story. Therefore, you may encounter some awkwardness when we try to create the right atmosphere in a virtual environment that excludes the personal presence of listeners. However, you still need to strive for the same goals that you set for yourself in face-to-face interaction. You just need other tools to achieve them.