By now, most of us have participated, hosted or patiently endured our fair share of VIRTUAL EVENTS.
From virtual yoga classes, elementary school online auctions, zoom birthday parties and happy hours, weekly virtual team calls or Facetime family reunions and watch parties, it’s safe to say we have adjusted the meaning of ‘attending’ gatherings.
After watching, and facilitating over 100 ‘virtual events’ we have identified 9 things that are non-negotiables to make your next virtual event excellent and unforgettable (in a good way).
9. IDENTIFYING THE PURPOSE OF YOUR EVENT WILL HELP DETERMINE THE BEST PLATFORM TO USE: Regardless the size or purpose of your virtual event, the ‘why’ will direct the ‘how.’ If the primary goal of your event is ‘entertainment’ then a webinar will be your best option. If you want engagement from the crowd, try a Zoom call or broadcast live on YouTube.
8. IT’S A TEAM SPORT: The best virtual events take a team of people. From the Host/MC to the Q&A facilitator, chat engagers, and tech support are all key roles in the execution of a seamless virtual event.
7. PRACTICE MAKES PERFECT: Plan on 2-3 practice sessions for your virtual event with the entire team. Practice how you will welcome people, practice playing videos, power points, key transitions etc. Take good notes, and make adjustments as needed. You will be so glad you did!
6. TRANSITIONS ARE KEY: Similar to an in person event, transitions are so important. We often don’t recognize when they are smooth but absolutely recognize when they are bad. When you think of introducing a speaker or transitioning to a video, make sure you take the mic quickly and give 110%.
5. DON’T UNDERESTIMATE THE POWER OF THE CHAT FEATURE: The chat feature is hands down the best way to invite people to be a part of your virtual event but only if you have chat engagers. Think of chat engagers like cheerleaders at a pep-assembly, welcome folks in with enthusiasm, get them excited about the content you’re presenting
4. USE ADD ONS TO INCREASE ENGAGEMENT: Countdown clocks, mentimeter, zoom poles, and trivia or raffle drawings are just a few fun and easy ways to increase and encourage engagement.
3. ALWAYS ENABLE THE WAITING ROOM: Here’s the best way to describe it, when you arrive at summer camp, you don’t want to be the only one going through the Work Crew tunnel of love, you want your friends to come too. Picture that scenario when you’re welcoming people into a virtual event...it’s so fun when you’re all being welcomed at once. The waiting room not only allows that grand welcome to happen but it also gives your team time to get on the same page, take a deep breath and welcome attendees when you’re ready.
2. DO EVERYTHING YOU CAN TO ELIMINATE DISTRACTION: One of my biggest pet peeves is when someone is presenting and you hear their text messages, emails, or calendar reminder notifications ding through.
1. GIVE 110%: When I was trained as a volunteer leader, my Area Director always said “give 110% energy in club so that kids give 80%.” This same principle applies to virtual events. It might sound strange, but be prepared to be exhausted after hosting a virtual event. It may sound crazy, but bringing energy to a virtual event is so important and so hard to do. We take for granted the magic that happens when we’re in a room with people….get ready to give it all you’ve got.