While the COVID-19 pandemic has led to a rapid rise in the number of virtual events globally, they have been growing in prominence in the years before the current crisis and have been part of a long term trend enabled by technological advances, changing work structure, a movement towards reducing greenhouse gas emissions and other factors.  

Virtual events can sometimes offer even greater benefits than in-person meetings. For this to happen though, it is important to plan in advance. Find out below what are some of the key considerations you will need to make.

1. What is the best software platform for my virtual event?

In terms of the actual video hosting, there is a wide range of options available including Zoom (our favourite platform at Island Innovation), WebinarJam, GoToWebinar, Microsoft Teams (replacing Skype for Business), GoToMeeting, Adobe Connect and Google Hangouts.

Many people think that they only need one software platform for their virtual event. You may most times require multiple software platforms for various functions including to:

• Stream the event 
• Send email notifications
• Engage live attendees
• Utilize social media
• Collect registrations

The best software platforms depend on the type of virtual event you are hosting and each has unique features. Event formats can include:

• Live webinars 
• Pre-recorded talks
• Video-conferencing
• Social media streaming 
• Panels & breakout rooms

Island Innovation’s Virtual Island Summit hosted 4,000 participants last year and a big part of this was the variety of different online tools we used. We also use Slack for messages and interactions between our team to enable online teamwork and interaction. Some virtual events and conferences use Slack to aid communication between attendees too.

 

 

 

 

 

 

2. How can I recreate an event networking experience online? 

Most people think you need to be face-to-face to build meaningful networking relationships, but this is simply not true. We believe it is possible to create a better and more efficient networking experience online.

Three major benefits of networking of the virtual event experience are:

1. Allowing people to easily identify and approach each other. Using the online platform you can clearly state what you are interested in, what your background and experience is, and who you would prefer to talk to.
2. Exposing participants to a much more diverse group of people. If you had a physical event, it would perhaps not be possible to involve all of the people you would prefer in comparison to a virtual event. This includes the physical barrier of geographical differences, alongside barriers of budget, time and visa constraints.
3. Creating a more targeted and efficient networking experience. At a virtual event, you can easily identify particular individuals that you would like to connect with and talk to, saving valuable time.  

The opportunity for international collaborations and networking is huge with virtual events, especially for meeting and interacting with people from distant places.

3. How can I make sure the speakers and the audience are engaged?  

This is certainly a challenge that is perhaps more specific to a virtual event than an in-person event. When someone is attending a virtual event, they could often be sitting in the comfort of their home where any number of distractions could occur, so there is more effort required to keep people engaged and hold their attention.  

It’s a common misconception that in-person engagement is impossible to recreate online. In reality, attendees and speakers can engage more deeply online than in offline events, by using different apps like Attendify, and tools like the Q&A, comment boxes and polls that can be used during the event.  

Speakers and attendees can engage more deeply as:

• Attendees can talk directly to the speaker and get real-time responses.
• Knowledgeable attendees can share, interact, and connect.
• You can better organise Q&As and panels.

Some examples of useful engagement tools within software like  Zoom, WebinarJam and GoToWebinar include:

• Polls
• Chat
• Livestream 
• Effectively managed Q&As  

Learn more about how to plan a successful virtual event:

Island Innovation offers consulting services for those looking to hold virtual events.  We recently ran a webinar entitled “How To Create a Successful Virtual Event” which you can gain free access to here. We have also just launched a new course entitled “Create A Successful Virtual Event in 2 Months” which you can sign up for here or contact us directly.

 

 

This blog has been authored by James Ellsmoor, Founder and CEO, Island Innovation

James Ellsmoor is the founder of the Island Innovation and the anchor behind the  Virtual Island Summit. James is a Forbes 30 Under 30 entrepreneur, dedicated to his passion for sustainable development and renewable energy. A digital nomad, James has worked and traveled in over 50 countries and consults for leaders in NGOs, the private sector and government on topics related to sustainable development and entrepreneurship. His work extends into climate change policy, renewable energy and travel and he has particular expertise in small island developing states (SIDS).

You can connect with him on LinkedIn HERE.