How to Create a Successful Virtual Event for Your Company

How to Create a Virtual Event for Your Company

With increasingly corporations shifting sources to digital occasions, we compiled this fast and helpful information on how to create a profitable digital occasion for your organization.

Not solely have I introduced at greater than 100 digital occasions up to now twelve years, my crew and I at Convince & Convert set up and produce greater than a 30 on-line occasions and webinars yearly. We know what works, what doesn’t, and we’re right here to share that recommendation with you.

For recommendations on how to choose a webinar/digital occasion administration answer, take a look at our latest put up, How to Create a Webinar from Scratch.

Let’s dive in now:

1. Keep Session Lengths Short

A 60-minute keynote or breakout session at a face-to-face occasion is fairly commonplace and doesn’t normally really feel like a slog.

But that’s partially as a result of attendees produce other stimuli and the power to expertise shows in a three-dimensional surroundings.

It is FAR harder to maintain viewers consideration in a digital occasion, in contrast to an in-person convention.

In truth, we pioneered the idea of a “webinine” – a webinar that lasts simply 9 minutes. Audience present up fee is way larger for periods of that size (versus 60 minutes), as is replay fee.

Example of a short webinar

Here’s an instance of a webinine I introduced with my mates at ZoomInfo. A webinine is brief webinar that has a larger attendance fee than a full-length, 60-minute webinar.

We’re not suggesting that each session in your digital occasion be simply 9 minutes lengthy, however do think about shortening the time slots you’ll use for a bodily occasion by 15 or 30 minutes.

For instance, a 60-minute breakout face-to-face needs to be 45 or 30 minutes when delivered on-line.

2. Sharpen Your Titles and Descriptions

When introduced with a number of, simultaneous choices for periods to select from in a bodily occasion setting, attendees will usually depend on word-of-mouth, asking different individuals which breakout they’re attending, and why.

Most digital conferences lack this dynamic.

Further, many on-line occasions depend on emails, social media posts, and different techniques to inform attendees of what data will likely be introduced (there isn’t any written convention information, or devoted cell app typically).

Thus, individuals in your digital occasion have much less data when deciding what periods to tune in for, and which to skip.

Consequently, it’s much more necessary that the session titles and descriptions for your digital convention programming are descriptive and compelling.

three. Use a Moderator or Emcee

Even in case you have a presenter, you continue to want an MC to preserve the stream going and power excessive.

In a face-to-face occasion, the moderator or emcee helps contextualize the knowledge introduced all through the convention, whereas additionally serving to to preserve power up and ship necessary housekeeping notes.

Many organizations transferring to digital occasions imagine that for the reason that programming is now delivered over the Internet, that this emcee position is now not vital.

The reverse is true.

Having a constant face and voice that “stitches together” the digital periods for individuals provides much-needed familiarity and helps alleviate the remoted feeling that on-line occasions can typically produce for attendees.

The finest method to implement is to have the occasion moderator open up the convention on-line – identical to a common occasion – after which average questions for audio system and pop again on-line between periods to chat with attendees (I’ve performed this position many, many occasions for main on-line occasions).

four. Use Attendee Chat Early and Often

The networking element of face-to-face occasions are nearly all the time cited as the perfect a part of the convention.

While it’s after all harder to ship wealthy networking on-line, you possibly can help attendees in interacting amongst themselves and with presenters by making liberal use of the chat/Q&A perform in your chosen digital occasions platform.

The emcee/moderator ought to ask attendees questions firstly of the day to get individuals used to the performance, and in addition between periods to facilitate networking.

Every presenter at your digital occasion needs to be taking questions from the viewers utilizing the Chat/Q&A device.

Further, one of many built-in benefits of on-line conferences is the power to use the polling perform of the software program to ask questions of the viewers and get instantaneous, mathematical outcomes.

You ought to practice your presenters how to use this polling characteristic to make periods extra fascinating and interactive.

5. Require Presenter Run-Throughs

Speaking of coaching presenters, you actually ought to make it necessary that every of them take part in a run-through of their materials a week or so earlier than your digital occasion.

Of course, it’s doubtless that your presenters have attended some type of on-line occasion, and should have even delivered a program sooner or later.

But, EVERY on-line occasion software program platform is completely different, and presenters want to perceive these nuances.

For instance, some on-line convention software program packages “hide” presenter notes when in presentation mode. A speaker accustomed to utilizing presenter notes will likely be mightily shocked once they all of a sudden disappear as soon as the session begins. (TIP: for on-line occasions, have all presenters print out their slides and notes)

Further, as soon as presenters are clear on the completely different interactive parts of the software program, and the inherently altered “feel” of a digital presentation from the viewers perspective, they need to make modifications to their content material accordingly.

Let’s put this plainly: for most success you can’t simply take your offline presentation slides and ship them on-line. 

6. Use Cameras

To make the digital convention really feel extra related to the face-to-face expertise, it is best to require presenters to use their Web cam whereas presenting.

This permits viewers to see the speaker through the presentation, which provides one other layer of knowledge similar to non-verbal cues, and so on.

However, this requires every presenter to not solely have a first rate digital camera (ideally, higher than their on-board laptop computer cam) in addition to appropriate lighting.

This isn’t essentially a enormous problem, however is one other wrinkle that presenters don’t have to cope with in a face-to-face occasion (and is one more reason you want run-throughs).

webinar example with video

Our very personal Anna Hrach presents a webinar for larger ed entrepreneurs with video of her talking.

7. Ensure Quality Sound

Alex Shockey, the Global Social Media Manager at FedEx, wears a headset on a latest episode of Social Pros.

If the audio system at your on-line convention don’t have incredible lighting or nice cameras, the occasion can nonetheless work if the content material is excellent.

But if the presenter audio isn’t strong, your viewers will sign off IMMEDIATELY.

Just like with podcasts, sound high quality for a digital occasion is non-negotiable.

It is surprising how usually presenters at on-line occasions simply determine they will speak into their laptop computer, with no regard for room acoustics, background noise, canines barking, individuals strolling by, the neighbor’s cockatoo, and extra.

When you do presenter run-throughs make sure they’re carried out in the identical room and with the identical setup as will happen through the precise broadcast.

Yeti speakerAlso, think about buying USB headset microphones for all presenters and sending them out two weeks earlier than the occasion, with a hyperlink to a video illustrating how to use them. We are additionally followers of the Yeti speaker too.

Lastly, if the speaker can’t be in a circumstance that’s acceptable for audio when their reside presentation is scheduled, pre-record that session after which have the speaker log-in on the finish of the recorded portion to reply questions. This robs the speaker of the chance to use viewers polls or take questions through chat through the session, however is healthier than dangerous audio.


In some methods digital occasions are simpler than in-person occasions since you don’t have to fear about huge audio-visual infrastructure, meals, resort rooms, meals allergy symptoms and different obstacles.

But in different methods on-line conferences are harder as a result of there isn’t one “set up” for the room with audio system simply getting a microphone and delivering their information, back-to-back.

The time wanted to work with every speaker in a digital occasion to guarantee excellence and consistency is important.

But, that point will repay, and a good emcee/moderator will enable you flip your occasion into a enormous success.

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