Virtual events have been around for a while. Virtual events can sound futuristic - create your own avatar and walk around an exhibit hall or attend a session. Or virtual events can sound lackluster - sit at your computer for 6 hours straight watching livestreams or reading powerpoint decks. The range of what virtual events can be is huge. There are tons of ways you can host a virtual event. Should it supplement your in-person event to hype people up before they arrive? Should it replace your in-person event entirely since it allows for wider reach with a smaller budget? Do you find yourself scrambling to figure out how to transform your physical event into a virtual one due to circumstances outside your control? There's a lot of information out there so let's dive in: what's really needed to host a successful virtual event?
Every event should have a strategy, regardless of where it's held. Ask your event team the following questions to start brainstorming:
A major reason people attend events and conferences is for that opportunity to meet new people and network with those who otherwise wouldn't ever cross your path. Events are also just plain fun. So, how do you facilitate human interaction when people are attending your event from their couch or desk with a computer screen and miles upon miles between them?
In-person events have hiccups; virtual events have hiccups. Internet connections, loading times, video lag times, and bandwidth limitations can all affect the quality of your virtual event and negatively impact the attendee's experience. Conduct virtual rehearsals prior to the event with all speakers and co-hosts to make sure even the least tech-savvy teammate can use the system in place. Additionally, partner with a tech company to work out the kinks beforehand and be on standby the day of the event to quickly jump in and do any damage control.
Just like in-person events strive to be as inclusive and accessible as possible, virtual events need to follow that same paradigm. Larger fonts, color contrast, captioned audio and visual, and page narrations are all important aspects to consider when determining how to make a virtual event accessible to all. Check out our tips for creating an accessible digital environment or sign up for our upcoming webinar on creating inclusive experiences.