Always ensure you do pre-event testing sessions with all presenters, chairpersons and moderators – checking audio, microphones, camera, system types and quality.
- DRESS REHERSAL
Ask speakers to wear what they are going to wear to present in testing (including glasses), to provide the opportunity to change the angle and ensure the lighting is right. Patterned backgrounds and shirts often clash and make it hard to maintain focus.
- HOW TO GUIDES ARE A MUST
Provide speakers with clear instructions (including screenshots where possible) in advance.
Provide speakers with tips for presenting on camera to assist with a professional presentation, and again give multiple opportunities for testing prior to the event.
Consider if speakers should be asked to stand when presenting, this can feel more natural.
- BREAK IT UP
Having multiple forms of audience engagement can help keep your attendees engaged and create a more memorable experience. Consider pre-recording presentations and having live Q&A.
- WHO IS WATCHING?
Consider your audience… Is captioning and multiple languages available for pre-recorded material, or content being used for on-demand sessions at a later date?
- WHO IS IN CHARGE?
Make sure all relevant parties understand who is doing what and have a clear run sheet… just like a physical event. Who is looking after event support and troubleshooting? For example, what is the role of session chairs when running a virtual conference? Are they responsible for:
- Introducing speakers
- Moderating and/or facilitating Q&A
- Communicating any issues to the conference organisers
- PLAN FOR SILENCE
When running virtual Q&A, there could be a slight delay at the beginning especially if questions are being moderated. Someone should be tasked with having an initial pre-approved question/s to start.
- ASK FOR FEEDBACK
As with all events, but especially online make sure you are asking for feedback to plan for future improvements.
Confused? Don’t hesitate to reach out to Expert Events for advice on the best way to manage and present your information by hosting a virtual or hybrid event.