How to take your event online; managing the virtual challenges.

Suddenly May has arrived, businesses are slowly beginning to open up under level 4 and will hopefully continue to do so as we move towards our new normal.

Our beloved event industry may never look the same, but it is amazing the innovation people are playing with and the effort I am seeing from those determined to make it work. Slowly, and together, we are figuring it out and there seems to be a buzz of energy about the future, but what is clear is that for the remainder of 2020 and perhaps 2021, virtual events are going to be the way forward.

Virtual events are new terain for all of us, and so of course there is going to be concern. Will there be enough engagement? Is our information secure? Will people event attend?

We are going to break down our most common virtual event concerns and how you can solve them.

Security

Whether in person, or online, for event planner, security is something that is always front of mind. While there may be no physical threat to attendees, there are still security concerns involved, particularly cybersecurity. Attendees personal information and personal data is a very serious responsibility. Ask your virtual event company how they can ensure they keep your clients data safe. They will know the correct steps to take in order to offer you peace of mind.

Acquiring Exhibitors and Sponsors

Once corporates shift their mindset to accept virtual events as the new normal, many will soon see that the digital sphere offers various opportunities that sponsors will want to take advantage of.

As we all know, knowledge is power and information is the new currency. If you can offer the correct analytics, you are offering your client a goldmine in terms of sponsorship opportunities. With the amount of information we can learn through our targeted audience campaigns, you are able to cherry pick the correct approach that speaks to the target market, thus increasing the change for sponsors to gain similar traffic, leads and customers.

Keeping the Human Connection

Events have always had an intrinsic human element to them, through bringing people together and creating experiences that are shared by the attendees. There is understandably a concern that these new virtual events will not offer that same form of connection as in-person experiences.

While there is a degree of truth to that, it is important to understand that times have changed and if we are to continue operating in the events sector we must accept these changes as part of our new normal. Make the effort to make your attendees feel as connected as possible by investing in good design, engaging content, and easy to access portals by proving them with the appropriate tool kit to successfully engage with each other. In order for attendees to want to continue to engage in the virtual world, their experience needs to be a positive one.

Invest in Your Presenters

In order to keep your attendees engaged it is vital that your speakers hold the room. As the attendees can’t be wowed in this physical space, it is crucial that your speakers keep them engaged though their words and content. Make sure to select presenters that are comfortable with the virtual space and how to operate their presentations smoothly. If they do not have the sufficient experience on virtual conferring tools, then insist on them receiving adequate training prior to the event.

Attendees Access to Data

Needless to say, but a strong connection to the interest is a fundamental element of virtual events. While it is much easier for planners to monitor and manage the connection of their team, client and the speakers, they have little to no control over the connection of their attendees, and some may not have even realised it could be an issue. The best solution for this is to ensure you clearly communicate. Ensure you have an effective marketing campaign that outlines the basic requirements needed in order to successfully participate in the online event. it should be clear to the attendee that the better their connect, the more enjoyable their experience will be.

Webinar Fatigue

Audience fatigue was one of the biggest reasons for resistance to virtual events in the past, however as there is not other option at the moment this issue must be addressed. Our solution is to spread the content out over more days. Alternatively, ensure you invest in the best possible speakers and ensure your content is kept engaging.

What to Charge

While there will be a degree of trial and error in this sector as we define ourselves in this new normal, one thing that is vital to understand is that your should under no circumstance offer a free event out of fear that no one will attend. Have courage that the content you are providing is valuable and unique and attendees will be willing to compensate you for this if they feel confident the information you are offering is of value.

if you are looking for assistance in coordinating a virtual event, be sure to contact Megara to discuss all of your requirements.

Happy planning.

Love The Megara Team x