You’ve probably gotten your crash course in virtual events over the past year and consider them as part and parcel of the new normal everyone talks about…
Over the course of 2020, many traditional in-person events took the leap into the digital realm and transitioned online. At Baldwin Audio/Visual Solutions, we’ve always had the tech and experience to support both in-person and virtual events (as well as hybrid ones going forward) but recognize that — for a lot of event planners and participants — this is still pretty new. So, we thought we’d provide some help and talk about the content and planning that goes into hosting a successful and engaging virtual event in 2021!
- What content do you need in preparation for your virtual event?
Pre-event content refers to anything that helps you get the word out about your event, increases and streamlines its registration, and gives the would-be attendees a lay of the land and what they can expect at the actual event. This can include marketing content for the event, speaker schedule, workshops, and breakout sessions.
On the marketing side, you can build a buzz around your event leading up to it with social media posts, ads, blogs, or even a short event teaser/trailer video. The virtual event platforms we use all allow for easy registration and will provide you with attendee contact information for reminder emails. Lastly, you’ll want to have your engagement and interactive content planned out prior to your virtual event… more on that in the next point.
If your virtual event will be using simultaneous interpretation, the interpreters will actually require any and all materials prior to the event. Although this is the content you’ll need during your event (point 2), you need to think of it as pre-event content too so interpreters can be given adequate time to properly translate and prepare. The videos and presentations don’t have to be in their final forms but a comprehensive script for example should be provided to your event interpreter(s).
- What content do you need during your virtual event?
Well this is the content that hard to miss and will obviously be your primary focusing when planning and organizing your event… since it’s what your event will consist of! You’ll now need a full blown event schedule and attendee guide instead of just a preview. You also need to think about things like:
- Do your presenters have scripts or presentation files and have these been provided to all relevant parties?
- What other content will be being shown and has it been recorded and edited?
- Are you going to have Q&A or polling aspects to certain presentations?
You’ll want to have a balanced mix of both live (more engaging) and on-demand (more informational) content. Having those pre-recorded videos or more hands-off presentation files allows speakers to incorporate the audience more, fostering connection. If you have event sponsors, why not running short commercials in between presentations?
The fewer breaks in content, the better as you’ll keep the energy flowing (just like an in-person event) and provides a more polished way to highlight sponsors, event speakers, etc. Even if your prepared content is itself very engaging, it can be posted and re-accessed at any time. If using features that allow for audience interactivity, it’s definitely best to have some anticipated questions (so presenter(s) can have thoughtful responses) as well as intriguing questions and topics to pose in the audience polls.
Note: Learn more about accessibility and virtual events, our on-site interpreter facilities, making your virtual event more accessible, and language interpretation and captioning.
- What content do you need after your virtual event has ended?
Even once your live virtual event has wrapped up, its content needs live on! Post-event content can be designed to keep you connected with attendees and get feedback on their experiences. An event follow-up email and survey will allow you to thank those who came, acknowledge those who registered but weren’t able to attend, provide any resources, and get responses on what was successful versus what to improve.
If you’re comfortable sharing videos, presentations, and other event content after the fact, include links to this content in your email campaign or share on social media. A video of a presentation can be shared and shared again online literally extending its reach far past what a traditional event might yield. This post-event content trail can even help generate anticipation and boost attendance at your next virtual event — before it’s even planned! Even if your virtual event was for your organization only, there are probably still members who might not have been able to attend and/or will just appreciate the ability to have virtual event resources and references.
Our experience and expertise with a variety of platforms, formats, and even an in-house studio, will help bring your virtual events to life this year. Contact Baldwin Audio/Visual Solutions today to discuss your event needs and how we can help!