The COVID-19 or coronavirus worldwide pandemic has overturned the event and conference industry. While a few events have been dropped or deferred, some are being moved to a virtual setup on the internet in order to keep participants, conference managers, presenters, event organizers safe and sound.
Virtual conferences are not new in the event industry (in reality, some enormous virtual events are held every year). Nonetheless, they are new to many events or meeting organizers, and it’s imperative to comprehend that the keys to an effective virtual conference are somewhat unique in relation to those for a conventional live event.
Keynote speakers need to understand this, also, since keynote programs that function perfectly in front of an audience probably won’t interpret as well to an online arrangement.
So, to make your virtual conference successful, here are a few tips for planning a virtual conference, from big ones to small eLearning sessions.
Be clear about the issue you’re trying to address
Is it accurate to say that you are hoping to reduce expenses? Make money from your conference? Reach new crowds? Lessen the damage on the earth? React to member interest for more education?
Whatever it is, simply express the issue, so as a conference manager, you can decide if a virtual conference is a suitable solution—regardless of whether virtual conferences are normally less expensive than place-based meetings/ conferences, they are quite expensive, and you would prefer not to undertake one lightly.
Use video if at all possible
Even though you have the best speakers, it tends to be hard to hold a virtual crowd’s attention with a slide-based presentation, alone. Most online class platforms support video conferencing, and virtual conference speakers should totally utilize that feature.
At the point when your crowd can see the speaker at a virtual conference, it makes for an additionally captivating, more customized participant experience. If video is not accessible, at that point consider shortening the speaker sessions from a standard one-hour keynote to something more abbreviated, with an end goal to keep up crowd engagement all through the whole presentation.
Keep sessions short and use breaks
A wise, if insensitive, saying applies here: The brain can just absorb what the butt can endure. Shorter is usually better for sessions or conferences.
What’s more, remember to work in breaks—participants will acknowledge 15 minutes to check voice message and email and address different necessities (even in the virtual world, individuals need to go to the bathroom), and you can also utilize breaks to push participants to sponsor’s and sellers’ virtual presentations.
Ensure your speakers have customized their presentations for a virtual audience
A presentation that functions perfectly in a live conference may not make an interpretation of perfectly to a virtual conference. Speakers may not realize it at the start, however, gestures and other visual signs that they usually use during a live speech or presentation would not work in the virtual conference.
Consequently, speakers talented in virtual conferences will use unique materials for that delivery medium, for example, an adjusted slide deck which passes on data or feeling that would not otherwise be imparted effectively over a digital medium.
Start with a bang
Participation at a virtual conference is typically highest on the main day, so plan your greatest, most significant sessions and conferences in like manner. What’s more, plan to get right to things—time the opening of the session or conference with the keynote, so people signing in for the first time know precisely where they should go. They will have the opportunity to explore later—this is your opportunity to engage them immediately. Since you aren’t all in a similar spot, remember different time zones while picking a start time.
Plan for technical issues
Live occasions are directed in very much controlled environments, where talented A/V professionals are supervising the whole endeavor. That is not the situation in a virtual event or conference, where there is a large group of potential breakpoints (network connectivity among them) that no one needs to even consider when putting on an in-person conference. Create contingency plans of action for whatever technical issues may manifest during the conference.
For instance, if speakers are utilizing slides, have them send their presentations to the conference host ahead of time – so if the speaker loses network, the host can at least take a step and advance the slides for them.These are a few tips to plan and effectively execute a virtual conference. You can also make use of conference management software that are available in the market free of cost.