Virtual Event Management Essentials
Virtual events, which we used to employ as add-ons to live events, has now become our main format. This event style, which we used to only employ occasionally, has now become our main format for events across all of our clients. Now that we’ve been around the (virtual) block more times than we can count, we have compiled this list of virtual event management essentials for those embarking on similar endeavors. This is a list we wish we had prior to the pandemic so in typical BLME fashion, we wanted to share the tips and insight with our fellow industry colleagues. Read on for our must-haves!
Multiple Internet-enabled devices is one of our virtual event must-haves.
Virtual Event Management Essentials
1. Multiple Tech Devices
You know how your printer always seems to stop working right before a big deadline or your car won’t start before an important meeting? We are no stranger to Murphy’s Law, so we like to be prepared. Most likely, your main device you’ll be working with for your virtual event is a computer. We not only suggest having that computer fully charged and ready to go, but also having other devices at the ready in case your computer decides to croak that day. We suggest having a phone, iPad, or even a second computer as backup. Another benefit of having multiple devices at the ready is being able to see how your event is displaying on multiple platforms.
2. Strong WiFi
We know you aren’t planning on going through a tunnel during your virtual event. However, sometimes Internet connection can fail us in the most normal of circumstances. Strong WiFi is essential for hosting a virtual event. You do not want your video to be freezing or your sound to be going in and out for all of your guests to see and hear due to a poor connection on your end. We suggest testing the WiFi wherever you plan on being for the event prior to the event date. Open multiple tabs, play videos, and test sound on this connection. If during your test the connection isn’t as strong or as stable as it should be, we’d recommend finding a different location with better WiFi to host your event from. Regardless of which WiFi you end up using, we always recommend having a HotSpot on site just in case your Internet drops during the event, (Murphy’s Law, remember?)
3. Internal Communication Channels
We cannot stress enough how important it is to have an open line of communication between all of your event’s key players. Whether it be a Slack channel, a WhatsApp group, internal and private messaging through your event platform (such as Zoom chat), or a good old text chain, it is imperative to be able to reach your collaborators at any time during the event. We recommend starting this line of communication at least an hour before the event, to make sure it is working and everyone has access to it. This will be extremely helpful if an issue pops up mid-event that needs to be addressed or if anyone needs to make any last-minute changes to the timeline.
4. Sustenance
If you’re anything like us, on event days you get in. the. zone. While this is great for your clients and productivity, sometimes it causes you to forget about your most basic human needs. It may sound like a no-brainer, but we are extremely familiar with forgetting to nourish ourselves on the day of an event. Make sure not only that you are eating and drinking water throughout the day, but that you have some snacks or a meal plus water on hand during your virtual event. We of course aren’t saying you should be chomping on chips while on video, but if you get a moment where you are not facing any guests, be sure to use it to take care of yourself. We know how crazy event days can be, so we either recommend preparing this snack/meal the day before the event or getting it delivered straight to your door the day of.
5. A Backup Plan
By far, the most stressful elements of virtual and hybrid events are the ones that you can’t control. Glitches, platform shut-downs, and delayed shipping notifications can really put a damper on your day. That’s why we always recommend having a backup plan that you can implement on the ready. Here are a few we have used:
Emails to each of your audience segments with backup platform links (sometimes, everyday tools like Zoom and Google Meet can be godsends)
If possible, shipping items ahead of time so that you ensure that your attendees receive their sponsor boxes before the event (and share the unboxing process online!)
Work with your sponsors on a backup plan for physical items being delivered
Audience-submitted questions ahead of a panel or fireside chat, so that you can skip to Q&A if a moderator or speaker is having technical issues
Virtual events have taken us all some getting used to but through our experiences, trial and error, and lessons, we’d recommend always having these four virtual event management essentials at the ready.