As more and more virtual events take place, event planners are learning the differences between creating online and in-person experiences.
And the thing is, they’re all having the same observations. We’ve heard similar feedback from planners at associations, association management companies, and chambers of commerce. And they’re all things we noticed when planning MC Thrive, too!
So, just what are these consistent virtual event takeaways?
1. Take special consideration when staffing for your virtual event.
The various roles your staff will take on during a virtual event look a little bit different than an in-person one. For example, your production team will have to be a little more tech savvy, you might decide to have a daylong host or emcee on to keep energy up, and you’ll DEFINITELY need staff dedicated to assisting attendees if they’re having trouble.
All in all, when it comes to virtual event roles, do what you would with any project and play to people’s strengths. Make sure you have some solid technical knowledge on your team — and if you don’t, consider outsourcing it.
2. Test, test, and test some more.
Really dive into each and every bit of the technology you’ll be using. This IS an online event, after all — and getting comfortable with the platform, livestream provider, and various other engagement tools you’re using could affect the attendee experience, or even your role as the host and administrator.
Take the time to go over ALL of the settings and read through any general support documentation that the tools provide.
3. Over communicate!
With an in-person event, attendees know to arrive at the venue at the appointed time and go from there. But, your virtual event venue is really the platform it’s hosted on, which all have different ways of granting attendee access and sending information. Getting attendees into the virtual environment is usually the biggest hurdle of the day, so be sure to continually let them know exactly what to expect and where to go if they need help.
And when it comes to navigating the platform, you’ll want to make it super easy to understand where they need to be for each session. Don’t be afraid to use a lot of explanatory copy!
Looking for even more virtual event tips? How to add sponsor value, plan the agenda, promote the heck out of it — things like that? Well, we wrote the playbook, and you can download your copy below!