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UTILIZE OUR REAL-WORLD EXPERIENCE  & PLAYBOOK TO PLAN YOUR PERFECT VIRTUAL EVENT

Welcome to the world of Virtual Events. We are all in agreement that there is no substitute for an in-person event, but in the world of a global pandemic, there are strengths to Virtual Events that you can harness, if done correctly.

WHAT OPTIONS ARE AVAILABLE:

First, let’s talk about the difference between a Webinar & Virtual Event. Terms that are often used incorrectly or interchangeably.

Webinars:  Provide your attendees and audience with a single online track of information. If your event only communicates one message and idea, and typically under two hours, it’s a webinar.

Virtual Events:  These can be thought of as a complete conference. In a Virtual Event, it typically consists of Keynote, break-out rooms, all-day learning, multiple chat rooms, and more. More akin to a traditional conference experience.

KEY OBJECTIVES:

Before we discuss where you should host your event, we first need to take a minute to understand what your needs are to create the perfect virtual event.

• Is your main objective to educate, inform, or entertain (maybe a little bit of each?).
• What type of experience would you like to deliver?
• Is the event going to be live, pre-recorded (which can appear live) or a hybrid of the two?
• Will your event be free or will attendees need to pay?
• Does your event require registration?
• Is attendee networking a major component of your event?

Now, let’s help you pick the right place to host this journey.

Out of the Box Webinars:

These are all in one platforms that can be turn-key solutions. The advantage with this list is they are easy to self-manage and host. Depending on the complexity of your event, it may be a one-person job (although we typically recommend a team). These services include:

• Zoom
• GoToMeeting
• Crowdcast
• Blue Jean
• Your OWN Website! (companies like Argus can incorporate these features into your website!)

These solutions are fantastic as they can incorporate Q&A, polls, chats, and more. This provides a very well rounded solution. Using these platforms, it’s very important to make sure your event is kept safe and secure. As known issues like Zoombombings are on the rise, an experienced hand can help set this up correctly.

PROS: Easy of Use and comfort for clients and speakers

CONS: Potential Security Risk, Lower video quality, non-customizable look and feel

Social Networking Options:

• Youtube Live
• Twitter
• Facebook Live

Social networking sites are among our favorite platforms to use. We oftentimes not only use one of these platforms but sometimes up to all 3 or even more! The value of using these platforms is that your audience is familiar with the look and feel. They know how to navigate. Plus, your team has invested time and money in building an audience on these platforms and now is a great time to reach and communicate with them.

HOST 

Once you have the answers to these questions, the most important aspect, and one that most people fail to offer, is a CONSISTENT presence through-out the event. The MC/Host is the person your virtual audience will build their bond with through-out the virtual event. The psychological reason behind this is that we quickly build trust and familiarity with one recognizable face. This is akin to a protagonist in a movie that we connect with throughout their journey. Your virtual event should contain a journey and a consistent voice too.

REHEARSALS:

The best events we have helped run are those that have invested in a rehearsal a few days prior to the event. Running a virtual event should be no different than a real event. When we are producing a Virtual Event here is our checklist:

• HOST: Communicate when they will be live, practice transitions and reviewed how they will look and feel
• Check the quality of audio and camera – of every speaker and offer feedback to improve if needed. Answer any questions or concerns they may have.
• Check the Screen Share – make sure the speaker knows how to transition to the right content they wish to share. We make sure they know where the button is, what the experience will feel like and how to wrap up
• Run through the schedule (you do have a schedule, right?!?). We look for any gaps that may need to be filled or any potential conflicts (either technical or with the speakers)

Timing is everything:

Most of the attendees will be participating from home. It’s important to factor this in as your attendees may be doing double duties. Here are some keys to help keep your audience engaged and involved:

• Know your audience: Is it best to start the event at 9am PT or 9am Est?
• Keep your sessions to 50 minutes
• Schedule breaks often – this allows your attendees to schedule their home or other work needs
• Utilize Panels: Panels are a fun and interactive way of having a candid conversation. It’s also very easy to involve the audience to participate
• If you can, make your Virtual Event multiple 1/2 days vs. one long day.

Engage your audience:

It has been our experience that engaging your audience brings a sense of community and that helps keep them watching and engaged in your event. Your marketing team will have come up with a hashtag, use them often. Run polls, ask for session feedback, etc.

Promote, Promote, Promote

No longer is just having the event enough to have an audience. Reach out to your audience via email, social, and ads to inform and build interest. Have your speakers tweet and promote, build excitement with “just added” and other promotional materials to build anticipation and most importantly, RSVP’s to reach your targeted numbers.

MAKE IT INCLUSIVE:

Making your event inclusive to all is easier than you may think and attendees with disabilities will appreciate the accessibility. Some aspects to consider are how your graphics will look. This includes picking colors that contrast well and are easy to read. Incorporating closed captioning for hearing impaired is another easy and sometimes required step.

AFTERHOURS:

The party just begins when the event concludes! We have worked with events that transition to evening entertainment. This can include sending care packages that include fun & game elements (like ballons, games & more). Virtual cocktail party to karaoke. The options are endless and it’s up to you and your team to find the right fit.

MAKE IT UNIQUE & MEMORABLE:

Lastly, one of the disadvances of an out of the box webinar is that they can have a cookie-cutter feel to them. It’s can be a challenge to share a ‘new and exciting’ idea if it looks like every other virtual event. This is where companies like ours, Argus HD, help you build a unique vision for your event. Regardless of what platform you use, we have the production tools & technology to make it unique and on-brand for your event. Below are just some elements we work closely with our client’s team to incorporate :

• Mail sanitized camera care kits for high-quality pre-records
• Use client’s existing infrastructure
• Embed webinars into clients URL
• Help guide and assist during rehearsals
• Display unique and custom background looks
• Client Communication: We communicate with your virtual team DURING the event for real-time comments from the stakeholders for rapid adjustments or pivots
• Dynamic video playbacks
• Seamless transitions between talks
• Seamless transitions to and from panels
• Incorporate overlays (graphics, hashtags, logos & more)
• Coffee & Break Out Management: countdown clocks, links, and resources that help guide the audience throughout the day
• High-Quality recordings and post-event uploading and management

Case Studies:

Choosing a partner with experience is key! We are always happy to show & share a small set of examples:

Producing a Multi-Day Webinar Conference 

Pivoting to a Virtual Event within 7 Days ( pre shelter at home )

If you have any questions or comments that you would like to ask, feel free to leave them below or via email,  tim@argushd.com, and I’ll be happy to answer them.

"We are all navigating the new quarantined world together. For all businesses, there is an opportunity to reach your clients and attendees while they are seeking opportunities for growth and education. " Tim Kay