Virtual Event Hosting Tips
Worcester | 2001
Have you been watching virtual events this past year, still uncertain of the value they bring, and hoping that if you just wait long enough, the state will relax regulations on live events and your organization can resume business-as-usual, escaping the task of producing an online show? The reality is, virtual events have indeed become a part of the new business plan moving forward. The good news is, virtual events have proven their worth to marketers. According to statistics reported by The Bizzabo Blog,
- The majority (93%) of event marketers plan to invest in future virtual events. (Bizzabo, 2020)
- Over half (54%) of virtual event registrants convert to virtual attendees. (Bizzabo, 2020)
- An overwhelming majority (80.2%) of event organizers have been able to reach a wider audience with virtual events. (Bizzabo, 2020)
With that said, don’t let opportunities for engaging with your audience escape you! Mull it over, and when you’re ready to jump in and join other virtual event planners, here are a few tips to help you get started!
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- Speaking virtually is different than speaking in person. Make sure the emcee you choose acknowledges that difference and can adapt to speaking into a camera, without an in-person audience to feed off of.
- Give the emcee prep time. Nobody wants to watch somebody reading scripts as they’re presenting. Have the emcee get familiar with the dialogue prior to taking the mic!
- Production value matters. Although the costs of hosting a virtual event are less than an in-person event, don’t underestimate the value of the production crew. The team has to have an in-depth expertise on the technology required and best practices to make your event be successful. Planners who were used to employing the venue’s in-house production team out of convenience should seek out professionals skilled with cameras and streaming technology instead.
- Keep it interesting. Multiple camera angles is the first step in keeping people’s attention. Using other tactics such as online chats, poll questions, and breakout groups add an extra layer of inclusion and participation for the audience.
- Make time for a tech check! Even though your emcee or keynote speaker may have a lot of experience with virtual events, you want to give them time to do a run-through with the tech team so that audio and light levels can be adjusted as necessary for the best quality production.
- Real backgrounds trump virtual screens. Just because the event is virtual doesn’t mean you should use a digital background. For a polished filming, make sure you have an actual set area, complete with lighting and microphones.
- Elements of surprise steal the show. When something unexpected happens, the audience is more likely to pay attention. Perhaps there’s a surprise guest appearance, or a musical performance that occurs during the show – these are the elements that will make the event memorable.
- Teleprompters are a backup. Any professional production team will tell you that backups are crucial for every aspect of an event. Make sure a teleprompter is available for the emcee to minimize stumbling over words or forgetting dialogue.