Since the pandemic, we’ve all learned to live with some fundamental changes. It has, for instance, changed the way we work, where before it was always about working in an office location, now it’s all about working from home. Needless to say, it has changed the way we’re conducting meetings and events as well – hosting an event to be attended by many isn’t just about finding the right venue because virtual events have become a big thing. Nowadays, it’s easy to see that some people prefer virtual events to live ones – and it’s no surprise because of the convenience it brings. But if you’re the one hosting such an event, you’d want to make sure that everything is done right. The good news is planning a virtual event is almost like planning a live one, but you have to take note of a few more details. Here are some top tips for hosting a live virtual event: what you need to know.
Establish clear objectives
First off, you’d want to make sure everyone on your team is on the same page. Then, before you even plan the agenda or pick a platform on which to host the event, you want to set your goals from the start – why are you hosting an event in the first place? Finally, establish goals and objectives that are SMART – meaning specific, measurable, attainable, relevant, and time-based.
Select the proper platform for your event
Now, this is where it gets tricky, as there are more than a few platforms out there. They all have different features, and AV hire specialists like PSPAV even have their specially-made platform, which has features like Q&As, chatrooms., live polling, and more. The beauty of choosing a platform that works for your event is that you can engage your audience in different ways.
Decide on the event date and time
Of course, if you’re hosting a virtual event, there’s a big chance that your audience isn’t just from the UK. So you want to consider different aspects, such as the number of people who can attend, their time zones, and how much time is needed for a good Q&A session. Remember that one country may have a different holiday schedule from the next.
Come up with a clear plan for timeframes and speakers
Surely you wouldn’t want your audience to be kept waiting – in fact, it’s the last thing you want to do! So it’s crucial to develop a clear plan and agenda for the time the speakers will conduct their speech, and any links for the audience to follow should be included.
Engage with them
If you don’t want your audience to be sneaking a glance at their mobile phones whilst someone is making a speech or talking about the virtues of a product, you have to make sure they are engaged. No one needs an hour-long lecture – you can have activities that involve everyone. It pays to encourage people to talk and participate and encourage them to ask questions.
Use more than one
It is best to be prepared, and your AV specialist would be the first to tell you to have a backup platform. Then, in case there are difficulties with the audio or video, you can easily switch to a different platform so the event can continue.