Live to Virtual Events: Don’t Reinvent the Wheel

Times have changed. As companies start distancing themselves from live events, virtual is reality. Switching from high touch to high tech can be challenging, but just because the format has changed, doesn’t mean the process has to. The best way to create a dynamic and engaging virtual event is to approach it like a live event!

That means strategy, creativity and execution are still critical. And so is how we apply them across traditional event logistics – such as attendee and speaker management, audience engagement, event content development and production.

Venue

All events need a venue. For live events BC (Before COVID), that usually meant a hotel or convention center. In the world of virtual events, your technology platform is your new “meeting space” and finding the right one is your first step. Your event needs to be more than a haphazard video call, so think about the event experience you want for the presenters and audience to find the right platform to help host your event. And to truly make your virtual venue feel like “home” you can explore designing virtual “sets” and branded backdrops for your presenters, as well as event-branded landing pages – your virtual venue “lobby.”

Agenda

Just like live events, you need to consider the audience experience and plan your agenda accordingly. Your audience is sitting in front of a computer, most likely at home, and it’s harder to hold their attention. Scheduling shorter general sessions and strategically breaking up the day (coffee/snack breaks, lunch, etc.) helps keep the audience fresh and attentive.

Audience Engagement

As with any event, you’ll still need to tell a story, create an experience, and make it memorable. The key to any successful event is an engaged audience. Most virtual platforms offer engagement tools like polling, Q&A and quiz functions, so incorporating these into your presentations can create an interactive experience for the audience. Video production elements like company logo animations, animated name/title speaker intros and traditional video productions are even more effective for virtual events, because they give the audience a visual break from the PowerPoint slides and “talking head” experiences that often dominate typical video conferences. And of course, nothing engages an audience like compelling content, so now more than ever, don’t let the technology get in the way of what you need to say.

Stay Connected

Your audience may not be able to enjoy each other’s company, but that doesn’t mean you can’t still connect with them in a personal way. Send gift baskets and branded “swag” directly to your attendees’ homes, and in turn, have them send in personal photos and thoughts on the event content that you can integrate and display throughout the event – all great ways to unite the audience and stay connected.

Practice Makes Perfect

Rehearse, rehearse, rehearse. Tech rehearsals, presentation rehearsals and dress rehearsals. Familiarize yourself and presenters with the virtual platform. Understand the technology and practice as if you’re live on stage – because virtually you are – and practice makes perfect.

Ask the Experts

Lastly, ask for help. You wouldn’t plan a live event without help from industry experts and you shouldn’t plan a virtual event without them either. It’s a team effort. And with over 20 years of video and live event experience, MK3 can help turn your live event into a successful virtual event, without having to reinvent the wheel.