The 5W’s of Virtual Events
This may be our first pandemic but with over 20 years in the speaking industry, we have great ideas on how to run a great event: either online or in person.
Virtual Events can:
- Reach a wider audience
- Offer a great experience at a much lower cost
- Create long term impact with recorded elements that allow for content to be watched over a period of time
- Have an increased impact over time, as viewers re-watch, discuss and connect over social media and other channels
And, most importantly: offer the ability for inspiring and impactful presentations to connect in a one-on-one way, directly to the attendee.
WHO is your audience?
Who are your virtual event attendees? Are they across a specific group within your organization, or are you serving clients across a wide range of levels? Determining who you are speaking to will help you determine a format for your event that will captivate your audience.
WHAT is your key message?
Are you focusing on change? Innovation? Leadership?
Creating a single focus or mission will allow you to hone in on the type of speaker(s) you need to engage your audience and help event producers to format the event into a dynamic program that balances inspiration with information and audience interaction.
WHAT type of event suits your audience?
- Virtual Conference
- Hybrid Event
Virtual event technology has come a long way over the last few months, offering a huge range of different options from pre-recorded webinars, to multi-day virtual conferences, to hybrid events with some attendees in the audience while the event is live streamed.
A COMBINATION of live and pre-recorded elements will allow your virtual event to run smoothly and stay on time.
Many of our clients are also opting for multi-day virtual conferences with shorter segments spaced over a few days.
This allows some flexibility for attendees in different time zones and accommodates different teleworking situations for attendees, allowing them to tune in when it is convenient.
WHERE? It’s all about Tech.
Virtual meeting technology has exploded over the last few months as teleworking became the norm.
Consider your needs:
- Interactive elements like breakout rooms, polls & Q&A
- Seamless blend of live & pre-recorded elements
- Ability to replay segments
- Live tech support
If you plan for rain, it’s likely the sun will shine…
Tech isn’t perfect so don’t forget to test, rehearse and have a back up plan ready to go for your virtual event.
Pro Tip: Think of a virtual presentation like a podcast. Viewers can view the content multiple times and refer back to it.
WHEN? A Date… or Dates?
As we have all noticed, our attention spans for meeting in real life versus meeting online are a lot longer.
When deciding on a date, consider spreading your virtual event out over a few days, with a variety of speakers, interactive elements and information.
The benefits of a multi-day format:
- Viewers watch content fresh for a short period every day
- Allows attendees in different time zones to stay on top of the content
- Attendees can review & re-engage with content
Virtual Event Checklist:
Is your event?
- Able to be rewatched?
WHY? Pandemic 2020
Just because you are online instead of in person, it doesn’t mean you are missing out on connection.
Using the technology that we have become so accustomed to over the last few months, our keynote speakers have the ability to connect to your viewers one-on-one, in a way that was impossible in live events.
FIND YOUR WHY…
What do you want the audience to leave thinking at the end of the presentation?
Apply this question to all the presentations and segments in your event to create a cohesive, impactful virtual event.
HOW? Virtual Event Checklist
To wrap it all up
- TECH: Find the right tech platform & don’t forget to test drive before your event
- AGENDA: Use a mix of live and pre-recorded segments, mixed with interactive elements, to ensure a smooth flow of events & audience engagement
- ANTICIPATION: Build up your event with emails, teasers and sneak peeks into what content will be offered
- NETWORKING: Create and encourage online chat functions, an event specific hashtag or even a dedicated event page to allow attendees to network virtually. Maximize the networking opportunities offered by your tech platform.
- EXTEND YOUR IMPACT: A dedicated social media page is a great place for attendees to connect after an event to discuss ideas and implement some of the learnings from the event.
Offer a password protected, limited time recording of keynote presentations to continue the conversation long after the virtual event has ended.
Continue the conversation with post-event touch points like emails or questions based on the key presentations.