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As we’ve seen in Part 1 of this series, virtual conference is more challenging than having just face-to-face encounters separately. To pull off a successful virtual conference, event planners need to have the working knowledge of both physical and virtual conference, as well as cater to the challenges that each event style presents. 

Today, we’re continuing with looking at a few more tips and tricks to own your next virtual conference. This article should help make your journey into the world of virtual conference a much easier one. Check out Part 1 of this article to get more tips and tricks. 

  1. Focus on content and engagement

Content is king, and this is true especially for virtual conference. You will need to keep your audiences online engaged and constantly at attention throughout the event, and the best way to do so is to have engaging activities for them to take part in. 

Polls, voting, submitting questions are things that everyone can get involved in using the right tools on the platform. This will help create topics for content for your virtual audiences to engage with. The moderator or emcee can be a facilitator for this, as they are able to engage the audience with questions and information. 

If you want to increase the quality of your content, you can also do it through a questionnaire. This questionnaire can help prepare your prospective attendees for your future event. It can serve as a subtle form of event marketing as it shows respondents that you value their opinion and primes them to look forward to what you are planning.

You should ensure optimal interaction that is planned and managed well to include all participants and for an appropriate amount of time. Take into consideration that many online viewers will be watching alone and so cannot discuss directly with anyone. Still, virtual attendees can still be asked to think and respond via the comments or social media hashtags. 

Do note that the online response may not be as immediate so it’s good to allow some time to accommodate their responses as well. 

  1. Choose the right timing

Virtual conference present an excellent opportunity to capture new and engaged audiences as it gives you the chance to reach people from all over the world. 

However, this also means that you will have to be more careful in choosing a date and time for your event. If a virtual conference is broadcasted live to a global audience, you know you have to contend with different time zones. You will have to find a balance between the time of the event locally, as well as to make sure international audiences are able to attend if they should choose to. Planning your virtual conference to accommodate each person’s time of day can be a struggle, but with careful planning and coordination, it can be done.

Another thing to take note about time is that when you are providing a live stream, you should always try to keep to the scheduled timing. This is because some of your audiences may log on specifically to catch certain presentations, speakers or snippets of information at a particular time, and it wouldn’t be good to let your previous speaker’s presentation overrun as this might cause confusion. 

  1. Select the right venue

Just like any event, the venue plays one of the most important roles in a virtual event. As the organizer, you will need to make sure that there are sufficient options to accommodate your online audiences. 

Image from: Faber Audiovisuals

For the virtual conference space, you will have to counter issues that frequently plague online events, like attendees struggling to connect to the video or audio, slow feedback on forums or live chats and a lack of networking facilities. If you’re doing live streaming sessions, you should also consider having a good studio that is able to accommodate all your shooting needs, as you don’t want any issues to crop up halfway through your live feed. 

  1. Have a great connection

One of the biggest peeves of a virtual conference is bad internet connection, which results in bad video, audio or both. As an organizer, you should always make sure that whoever is hosting your technology, whether hardware or software, should try their utmost best to make sure that they provide the highest quality video or audio for those attending at home. 

Bad feed quality can drastically decrease satisfaction and lead to a poor attendee experience. Also, having choppy video feeds and feeds cutting in and out on a presenter distract the user from the content, which is not something you’d want your attendees to experience at your event. 

To counter this, you need to make sure that the virtual component is fail-safe and that you have a professional IT team on standby to support any tech issues that may crop up during the event. 

Conclusion

There’s no doubt that events are changing towards a world in which virtual conference is key. With virtual conference is becoming increasingly popular and more accessible as the technology advances, we hope that the above tips are useful and able to help you plan your own virtual conference successfully. 

If you’re doing it right, a successful virtual conference can help to broaden your audience and provide more exposure to your event, as well as offer an international perspective and provide a richer experience for everyone involved.

Having an event management company that understands the know-hows of turning your next virtual conference or event into a success is important. At Milestone Production, we’re well-versed with plenty of experience in virtual event planning, from the platform we use down to the different ways to improve interaction between virtual attendees. Our solid team will ensure that all your virtual event needs are met, with customisable solutions for events of any size. 

Embrace the new norm of collaborative virtual events. Go virtual. Go global.

Speak to us at +603 7932 1001 

Email us at hannah@milestone-production.com

 

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