Turning a live event into a virtual one

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The COVID-19 bombshell has dealt the event industry a blow like no other. Long-planned live events are being cancelled all over the place and moving online. At Integrity we’re experts at handling the challenges of transforming live into virtual – and fast. Here’s what you need to be thinking about.

1. Getting Started: Questions, questions…

To get the ball rolling, you need to find the answers to questions on everything from which live-streaming plan and platform to use, through to how your attendees will gain access. Base your decisions on your goals for the event and cut out anything you don’t need.

At Integrity we’re experts at handling the challenges of transforming live into virtual – and fast.

2. Planning a virtual event

Visualise what your ideal online event looks like. Do you want attendees to be able to virtually ‘walk through’ it? Is it important for them to be able to communicate 1-to-1? How will they ask questions during presentations? What will networking look like? Do you want to run demos? And how will you keep your sponsors happy?

Think about what your attendees want. Okay, there’s no need to supply lunch or a sparkly drinks reception. But you DO need to provide the experiences they expected from your in-person event – just in a virtual format. These could include workshops, lectures, renowned speakers, networking opportunities or product demos. And you might want to think about providing details to engage them leading up to the event to re-enforce the value to them.

3. Exhibitors

Think about what people will/won’t want to do while attending virtually. After the general session, an exhibitor could run a 5-minute product demo then invite attendees to a sponsor workshop if they want to learn more. Or you could let interested delegates click to schedule a 1-to-1 meeting with the exhibitor. There are even platforms available where you can have a virtual exhibition. They can have an introductory video welcoming attendees to their ‘booth’, pre-recorded videos of any product they wish to demonstrate, branding and a live chat option. The choice is yours!

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At Integrity we’re experts at handling the challenges of transforming live into virtual – and fast.

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Like exhibitors, a sponsor could host a virtual room and take some time to talk to attendees.

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4. Sponsorship

Some platforms provide opportunities for sponsor branding as well as sponsored splash screens, banner ads or push notifications. You can also represent your high-ranking sponsors from the minute someone registers. Like exhibitors, a sponsor could host a virtual room and take some time to talk to attendees. In place of physical banners or signage, each sponsor’s graphics can display before a speaker or session goes live.

5. Technical format

So how are you going to deliver? Let’s look at the pros and cons of the two most common options for virtual events.

• Webinar/Streaming Service

You’re probably familiar with these – many of us attend online webinars or live streams. They’re popular and easy to create, but don’t allow much audience engagement beyond polling, or chat apart from while the session is happening.

This format allows attendees to show up and watch a presentation without too much interaction. So if you want to build long-term engagement, this may not be your best bet. Using a streaming service can be a little like having an event in an empty venue without any of the unique details you bring to the day.

• Virtual conference

Conference-style formats allow for a more complex event. You can allocate rooms for general sessions and smaller rooms for breakout meet-ups. You can allow for more dialogue, 1-to-1 sessions, coaching and networking – often with people able to see and interact with each other (depending on your set-up). All of which helps delegates feel like they’re really there, and makes the more complex technical requirements more streamlined. It also assures sponsors of a measurable return on their investment.

6. To go live – or not to go live?

With a virtual event, you have more options when it comes to presenting content. You can pre-record it, deliver it live, or offer a mix of the two. Depending on your needs, one approach might suit better than another.

• Go live

Virtual events with live speakers and active communications offer a more genuinely interactive experience – so they can be more interesting to attend. Speakers can answer questions, hold natural conversations and respond to audience polls, all in real time. Remember though, live speakers are only as good as their internet connection.

• Go hybrid

Creating a mix of pre-recorded and live content is, in our opinion, the best option. You can combine live presentations with a live MC guiding attendees through the event. And in between you could offer pre-recorded content or talks – during which your MC can run a Q&A and shout out to those tuning in.

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Virtual events with live speakers and active communications offer a more genuinely interactive experience. Speakers can answer questions, hold natural conversations and respond to audience polls, all in real time.

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Creating a mix of pre-recorded and live content is, in our opinion, the best option. You can combine live presentations with a live MC guiding attendees through the event.

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7. Content

A great event needs great content. Even more so when it’s virtual. Attention spans are shorter and distractions are higher, so why not show virtual attendees the love with truly engaging content? And instead of full-day sessions, try running a conference over a week, offering 2 hours of content each day. You might even want to think about offering it over a few weeks, at a regular time that’s easy for people to schedule in.

If your content is of value and the timing is right, they won’t want to miss it.

• Filming virtual event content

Ideally, do this in a studio with professional lighting, sound and video quality. Studio filming lets you create a consistent look with high-quality production values because you’re in control of all the elements. It also lets presenters and MCs interact, helping it to feel more like an in-person event which you can then broadcast via a live stream.

8. Networking

Can anything really replace face-to-face networking? Tough question. Attendees LOVE to connect with others so it’s important to get this part right, so your virtual event offers as much value as an in-person one.

You could enable delegates to set up 1-to-1 meeting rooms with each other, but this puts the onus on them to find connections. After all, it can be hard enough to connect in real life, let alone online during a virtual event. A better option can be to use technology and algorithms to help attendees find like-minded people, then bring them together so they can build more meaningful connections. Many platforms, provide networking features including matchmaking or direct messaging.

9. Security

As with physical events, event planners have a legal requirement to protect attendee and partner data and virtual events are no different. All suppliers should have rigorous data security checks and processes in place to safeguard event data.

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Instead of full-day sessions, try running a conference over a week, offering 2 hours of content each day.

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