Virtual Event Checklist

/in /by

Virtual conferences, meetings and events require planning, just like you would with a live event. Our expert virtual event managers have put together a useful checklist so you consider exactly what you need from your virtual event platform.

What are the Goals of Event?

Before planning your event you should have clear objectives and outcomes that you want to achieve. These objectives should underpin the entire event planning process.

 

What is your Conference Format?

☐ Will you hold a main plenary session? (one speaker)

☐ Do you want to have breakout/group sessions? (multiple attendees)

☐  Do you need virtual booths for sponsors & exhibitors?

What Planning Supports do you Need?

☐  Pre-event project management and support

☐ Compiling required stream assets, & pre-records etc.

☐ Design, build and maintenance of the platform

☐ Event Running Order check and show day preparations

☐ Live Stream Management and outputs

☐  Abstract Management

☐  Branded background images for the platform

☐  iFrame including video content

What engagement features would you like?

☐ Attendee Q&A

☐ Live Polling

☐ Activity Feed

☐  Live Feedback on sessions (How would you rate…)

☐  Moderation functionality: Q&A, Activity Feed & Polls

☐  Virtual Note Taking for each session

☐  2D or 3D Exhibition booth build

You can learn more about virtual audience engagement here.

How Would you Like to Communicate with your Delegates?

☐  Event Information

☐  Attendee and Speaker Bio’s

☐  Platform available as a Conference App in the Apple Store and Google Play Store

☐  Documents for each session (eg Brochures, Worksheets, Factsheets etc)

☐  Detailed Agenda

☐  Individual Agenda (pre-loaded sessions)

☐  Activity Feed (social wall for attendees to post pictures and comments and likes)

☐  Social Media Integration (eg Facebook, Twitter)

☐  Registration Portal and Event Website

How will your Attendees Network?

☐  Pre-arranged meetings (one to one or group drop-in chats)

☐  Gamification – adding quizzes, challenges or games to the platform

☐  Video Chat between participants

☐  Team Building

☐  Pre-event Networking module for attendees to pre-select meetings with directory functionality

What Support do your Virtual Delegates Need?

☐  Attendee Live Video Chat

☐  Attendee Live Instant Chat (Messenger-style)

☐  Multi-Lingual Platform

☐  Simultaneous Translation

☐  Managed Help Desk

☐  Push Notifications

What Support do your Virtual Speakers Need?

☐ Professional Speaker or External Moderator to support the event

☐  Rehearsal Sessions & Training pre-event

Hosting a virtual event is easier than you think, especially when you get the right provider to help plan and execute it.

Interested in learning more about our Virtual Meetings and Events Solution?

How to Combat Virtual Event Fatigue?

/in /by

Virtual meetings have become an everyday occurrence in venuesworld.com HQ since the middle of March. Everything from weekly report meetings, brainstorms, and even watercooler chats have to happen via online conferences. That is a lot of time to spend looking at a screen, dealing with connectivity troubles, and communicating virtually.

Have a look at your last week’s schedule. What proportion of your working week is taken up with online meetings? How do you feel when you’ve exited your last meeting of the day? My guess is that you feel tired, distracted, unable to focus and not looking forward to your next online meeting.

This feeling is also true for your virtual event delegates. They are probably attending the same number of internal or client-facing virtual meetings and experiencing the same fatigue you are. So, what can you do to make your virtual event more enticing and less energy-draining than your average Zoom meeting?

Schedule More Breaks

According to research conducted in 2017, our average attention span is 14 minutes. So bear that in mind when scheduling speakers, breaks, workshops, and other activities. An ideal hourly schedule would look like this

a. Host: 5 mins

b. Speaker 1: 15 minutes

c. Speaker interaction/Q&A 5 minutes

d.Host: 3 minutes

e. Speaker 2: 15 minutes

f. Speaker interaction/Q&A 5 minutes

g. Break: 12 minutes

During the break, encourage delegates to stretch their legs or grab a coffee.

 

Include Engagement Activities

Throughout your event, you should be including some interactive features such as polls, Q&A’s, or quizzes. This not only keeps your delegates awake and engaged but also provides valuable feedback for the speakers.

If your virtual event is longer than a couple of hours, it is advisable to include some sort of engagement activity. This could be a teambuilding activity, more specific workshop, or a breakout room for a 20-minute yoga/guided meditation session. You need to include something that is going to give delegates a break from watching a screen and a reason to engage with your event.

After a brief engagement activity, they will be ready and able to focus on what your next speakers have to say.

Tell Delegates What To Expect

Sending out an email in advance of your event with details on all the engagement activities you are hosting during your event will help to get delegates excited about what is to come. Acknowledge that this is not your average virtual event. Tell them that you are purposely scheduling shorter speaking slots and including more breaks and activities to help make it a fantastic and enjoyable experience.

 

Interested in learning more about our Virtual Meetings and Events Solution?