Virtual Events – Top Ten Tips & Trends

We had almost 300 people tune in for the live event. With so much interest in this hot topic, there were more questions than we could answer in the time allotted. Below are answers to the five most requested questions through our Q&A feature:

Q: How do you engage or plan for a North American-based virtual event that is global in nature?

A: We have all had to get good at time zones! Start by booking your event at a time that is convenient for all participants – maybe a morning event for some attendees, an evening event for others? Consider time zones for your suppliers too, as many of the event platforms are based outside Canada and you will need to meet regularly. Lastly, consider reallocating the money you saved on travel costs into booking higher quality speakers and entertainers from around the world, options that might not otherwise have been available to you. The more appealing your event, the more global interest you will generate!

Q: Do you think virtual conferences and/or events will be the new normal moving forward?

A: Yes. In the short term, virtual is pretty much the only option. Those that are cancelling events and waiting for the world to go “back to normal” will have a lot of catch-up to do later this year. If you have not done so already, start to explore the opportunities in the virtual space – help your leadership get comfortable with virtual.

And, while COVID-19 does not appear to be going away anytime soon, on the plus side, virtual events have opened the door to inviting attendees from around the world. So, next year, assuming COVID is not an issue, will you no longer be inviting these global guests to your annual event? Of course, you will. We expect people’s expectations will change and there will be a blend of the physical and virtual audience experiences in the years to come.

Q: How can we ensure high level engagement remotely through digital events and experiences?

A: This was the most asked question. It is not enough to simply transfer your former live content onto a virtual platform. The challenge today is to reimagine your event: mix up the content and the speakers; create shorter segments; invite people to participate with questions and polls; break up larger groups into smaller networking rooms; create interesting places for people to visit like booths where you can interact one-on-one via chat or video; add gamification tools to incentivize people to move around; no shortage of options when designing a memorable and highly engaging virtual event!

Q: How do you get senior leadership on board with a virtual event if they want to cancel the traditional live event?

A: Good question. We see a range of enthusiasm for virtual. Some clients were already doing hybrid events pre-COVID-19 so their transition was almost seamless. Some clients are not doing anything virtual and hoping “normal” will be back soon. And, while they sit on the sidelines, the bar goes up and up in terms of what people expect from virtual events as attendees get more savvy and Zoom-weary.

If the virtual space is still very new, we recommend you start small. Host an informal employee town hall or celebration to get senior leadership incrementally comfortable with the on-screen medium. Gradually increase your exposure – help your organization get comfortable in the virtual world.

Q: What are the cost savings you are seeing from other clients?

A: Sorry to tell you this, but virtual events do not cost less than live events. What you would pay for a venue, is usually required to cover the event platform (and then some!). We are not seeing any reduction in speaker fees or musical guests. And, you will need to spend more up-front time “re-imagining” your live event for the virtual space – figuring out “what” the new event looks like and how you will engage your virtual audience.