Virtual Event Planning

• Producing a virtual event involves coordinating people, tech, and concepts.
• Critical elements to consider depend on factors like event objectives, budget, size, and complexity.
• Each event has unique aspects to consider the audiences needs.

Technology to Host a Virtual Event

• The technology is one of the first things to consider when moving an event online.
• Organizations either build solutions or use existing, customizable ones.

Webinar Software for Basic Events

• Platforms like Microsoft Teams, Zoom, or GoToWebinar can be used for basic events without registration fees.
• Webinar software is a one-to-many solution for showing a presentation alongside the presenter.
• Administrative controls include muting panelists, selective recording, Q&A moderation, polling, breakout rooms, registration, and reporting.
• Settings should be brandable and presentations optimized.
• Many platforms lack customization for the presentation layer.
• Most webinar platforms are designed for broadcasting information, rather than interaction.
• Some platforms offer live streaming to sites like Facebook Live, YouTube, and LinkedIn.
• Social integration boosts engagement and provides interactivity, increasing the webinar reach.

Integrated Platforms for Larger Events

• Virtual event platforms are needed for a more integrated approach.
• Virtual event platforms are needed if charging admission.
• BigMarker, Bizzabo, INXPO, ON24, and Cvent are examples of platforms
• Virtual event platforms offer: multiple presentation tracks, roundtable discussions, virtual tradeshows, breakout rooms, virtual press conferences, and networking
• Multiple presentation tracks allow attendees to choose from simultaneous presentations, pre-recorded, live or a mix of both.
• Some platforms have their own or partner smartphone apps for registration and connection.
• Apps give organizers better control, but can inhibit multitasking.
• Some virtual event platforms work with webinar platforms like Zoom.

Registration and Participation Management

• The chosen platform can register people for simple webinars.
• Larger, multi-track or paid events need more complex software.
• Software is needed to process credit card payments and manage credentials which need integration with CRM and analytics tools.
• Need to manage customer sales process, event, and post-event.
• Identify which parts will touch attendees and sponsors to optimize the experience.

Technology for Speakers

• Platforms can limit the presenter by hardcoding speaker slides bigger than the video stream.
• Ensure speakers are visible, especially featured keynotes
• Look for platforms that allow the speaker to show full screen without slide presentation.
• Audiences get bored with big slides and tiny video.
• Being able to control the presentation layer is very important.
• Ensure presenters should look good, with good lighting, sound, and camera angle.
• Perform tech checks to ensure the presenters are able to present well.

Pre-recorded vs Live

• Platforms allow live presentations or pre-recorded presentations.
• Pre-recording presentations removes possible technical issues.
• Speakers might be more comfortable in a recording that can be edited.
• Pre-recording eliminates issues, power outages, internet outages.
• It is challenging to implement speaker interaction with pre-recorded sessions.
• Have attendees send questions ahead of time or follow with a shorter live Q&A.
• Pre-recorded sessions provide material for marketing and help gain registrants.
• Live presentations let speakers incorporate interactive elements like chat, reactions, polling, and Q&A.
• Live content creates incentive to be present and interact with speakers and attendees live.
• Whenever possible, include live elements in events.
• Chat, polling, and interactive tools are very powerful.
• Pre-record a backup version of the talk in case of technical issues and to create a totally interactive experience.
• Record the speaker and have the event producer be ready to play the presentation if needed.
• Have the speaker wear the same outfit for pre-recording and live talk.
• Announce what's happening so the audience understands technical problems.
• Even with connectivity issues, still do Q&A through the speaker's phone.
• If you cannot pre-record, ensure the organizer has a copy of the speakers presentation and a way to dial in by phone.

Should You Offer a Replay of the Sessions?

• Old-school has ability for people to either participate live or watch a recording.
• Fewer people participate live and have less interaction when recording is offered.
• Many register for a virtual event knowing they can watch later.
• Only 30-40 percent of people who register actually attend
• Some virtual events have a "no replay" format.
• Hybrid models have live events with an additional charge for replays.
• Pricing can have live sessions at one price and live plus replays at another, or replays only after the event for the same price.
• This pricing offers the benefits of replays and incentive to watch live.