As companies embrace the freedom of virtual events, hosting a virtual conference has become more prevalent. Having the versatility and convenience of virtual live events opens a whole new world of possibilities. No more geographic boundaries preventing your attendees from participating in the conference. This new frontier of virtual events is here to stay!
With anything that’s still evolving, there are bound to be some missteps along the way (that’s okay it’s all part of the process, right?) You may have to overcome technical challenges with video events—knowing how to solve them is essential. As you get ready to launch your event, there are a few common mistakes you need to keep in mind. We’ll cover those ahead, but first, let’s answer the question: what is a virtual conference?
What is a Virtual Conference?
A virtual conference takes place solely online rather than traditional in-person conferences. These conferences still follow similar formatting to in-person events using video calling to have keynote speakers, panels, and discussions. They also have interactive aspects such as break-out sessions and live text chat, all without having to leave your desk! Anyone can attend remotely no matter where they’re tuning in from—as long as they have an internet connection, it can be from any of their connected devices.
With this innovative way to connect virtually, there are some mistakes that many event coordinators might make (especially if it’s their first time putting on a virtual conference!)
Avoid These Virtual Conference Mistakes
If you’ve never planned a virtual conference, it’s easy to make these common oversights. The key is becoming aware of the possible issues before the event takes place. This way, you know what not to do and focus on having a successful and stress-free conference!
Ensure you’re not making any of these mistakes with your virtual conference:
Not Prepping the Participants Beforehand
Technology can be intimidating for many people, especially when doing something they haven’t done before. While the concept of a virtual conference isn’t new, it might be to your participants. Share the web tools available and send a troubleshooting guide to help them with any issues that may arise. Another great option is filming a quick instructional video explaining how to sign on and participate in the conference. This will help reduce or eliminate any technical issues and interruptions during the conference itself.
Underestimating the Time Commitment
While hosting an in-person requires more moving parts as far as booking a location and vendors, a virtual conference still requires a significant amount of time to plan. The first hurdle is finding and coordinating with a reliable virtual platform. The next step is dedicating time to marketing the event and getting the word out. You’ll also need to book guest speakers and coordinate breakout sessions. All of the logistics leading up to the virtual conference is a more significant time commitment than most may think.
Assuming Viewers Know Who’s Speaking
When hosting a virtual conference, there’ll be a wide range of professionals from all different departments and locations. Hosts might assume that viewers know everyone’s title and experience, which isn’t always the case. Whenever someone is speaking, display the names and titles on the screen, along with other details that would be useful. This way, viewers can jot down names if they want to follow up with these people for networking after the conference. It also helps to give context to what they’re speaking about.
Forgetting to Test the Software
With everything going on leading up to the event, actually testing the software for the virtual conference might slip organizers’ minds. It’s important to test the software during a standard team meeting or on your own. This way, you can familiarize yourself and other key leaders with the software and iron out any issues ahead of time. To be extra prepared, you can take it a step further and have a live dress rehearsal with your internal team and any guest speakers that are available. You want to also ensure the audio and Wi-Fi connection is working properly before live streaming the conference.
Failing to Promote the Event
Don’t assume people will just show up to your virtual conference. If you send out an invite and think that’s enough, time to change your marketing strategy! With these types of events, it’s very easy to forget to add them to your calendar. There needs to be enough interest around the event to boost the number of attendees. Part of your event planning checklist should include sending out reminder emails and posting regularly about the conference on social platforms.
How to Host a Virtual Conference
Now that you know what not to do as you organize your virtual conference, you might be wondering how to host a virtual conference. First, you’ll need to define the goals, timeline, and budget for the event. Next, assemble your team that’ll be participating in the conference both behind the scenes and in the action. After this, find a virtual conference platform to host your event that’s reliable and efficient.
Even the best virtual conference platforms can create extensive work for organizers. Hiring a virtual conference expert can benefit your organization and the event’s success in countless ways. From the planning stages to producing and troubleshooting, you won’t have to stress and can focus on the event as it’s happening. To ensure your conference goes according to plan, hire an experiential event agency to take care of all the details for you!
At Reimagined Experiences, we have extensive virtual conference and event experience to take the pressure off your team. We’ll take care of all the logistical and technical details for the event, so you don’t have to worry. Using our cutting-edge resources, rest assured that your next virtual conference will be one to remember! Visit our website to book your free discovery call and see all the possibilities for your next virtual event.
