Combining Live and Simulated-Live Sessions

As technology advances and events transition smoothly from in-person to online, one thing remains certain – there’s just something our presenters enjoy about giving their sessions live. Online events have a great way to simulate this experience with simulated-live presentations. These are recorded ahead of time at the presenter’s leisure at their home or office with a neutral background, then scheduled for the event. This is a great option because it allows the speaker to interact with the audience in real-time, answering their questions and engaging in deeper discussion with them.

However, many speakers like to present their session via a live stream of some sort – YouTube, Google Hangout, etc. This gives them the same feeling as speaking at an in-person conference, allowing them to end the session with about fifteen minutes for a Q&A.

With this in mind, how do we make sure that both of these kinds of presentations are successful and streamlined?

Over-communicate with your presenters

For both live and pre-recorded sessions, you need to be in frequent communication with your presenters. For both, they will need similar guidelines. Dress-code, a neutral background (preferably without a window behind them), a quiet surrounding – and of course they need to have their slide deck ready.

One tip that we’ve found very successful to make both types of sessions look streamlined is to have the same theme on the slide decks for all presentations. It doesn’t have to be fancy – in fact, it shouldn’t distract from the speaker’s presentation. A simple grey background, a teal ombré, or even black would be fine – and don’t forget the event logo!

You also want to leave a space for the presenter’s webcam on the slide deck. A square in the lower or upper right corner is typical. If you prepare the slide deck theme for your presenters, you can ensure a great-looking session. 

 

Make sure they know the schedule

For pre-recorded, you’ll want to make sure that the presenter knows the due date for sending you the recording. This way, they will have lots of time to prepare their slide deck, set aside an hour or two to do the recording, and polish it if necessary. Most speakers are used to live presentations; this will likely go pretty smoothly.

  • You’ll want to take tip 1 into account here, though – keep in contact with your speaker to make sure they know the date is coming up and ask if they have any questions.

For live streamed sessions, you’ll want to schedule a walk-through with the presenter to make sure they are comfortable with the live stream service you have chosen. This typically only takes about ten minutes as most live stream services are made with us in mind. You should schedule this for a few days before the event so that the how-to is fresh in everyone’s minds.

As long as your speaker has all of the information that they need and you know that they are prepared, you will both feel less pressure on the day of the event. If you and they are less stressed, the event will be a breeze!

 

Utilize your resources

Depending on the online event platform that you’ve chosen, you’ll have a variety of resources at your fingertips. With vConferenceOnline, we provide a full library of how-to resources that guide you step-by-step through creating and setting up your event. We also provide a project manager who will be available by phone and email leading up to and during your event to make sure that everything goes smoothly for you and your event is a hit.

Your job is to bring the ideas and the materials to the platform – our job is to make sure that your event is fantastic and your audience looks forward to the next one! With that in mind, ask any questions you have for your event. We’ll be happy to help out and even give you ideas for how to make it even more successful. With nearly a decade of online events under our belt, we have lots of data and a bevy of analytics in our pockets.

If you keep these three tips in mind, you’re sure to make both live and simulated live sessions look fantastic to your audience; your speakers and audience will have a great time discussing the topics, too!

And always, if you have any questions, feel free to email us!

Talk to you soon!

Simplifying Online Events

Continuing with the theme of “biggest concerns about online events,” another worry I hear from clients is that hosting virtual events just seem so complicated. This is understandable when you’re approaching a medium you haven’t utilized before or even changing hosting platforms. There is a bit of a learning curve usually when starting a new type of marketing strategy, but a lot of virtual event platforms have one or three great solutions to that for you.

  • A Best Practices Guide
    • Typically this is a PDF or document that answers most of the questions you may have about hosting an event with that particular platform. Many online events are self-service, which means that they are simplified as much as possible.

      As someone who’s just purchased an online event, you’re not expected to know how to run the show. You’re expected to know your presenters and exhibitors, as well as to market the event, but actually putting together the event should be as simple as it can be. The success of your event is the paramount concern for the company you bought it from, so they really want to help you as much as possible.

      This document usually is FAQ style, with common questions addressed in step-by-step fashion to help you navigate through the platform. If it’s in PDF format, it usually has links as well, to help you to move through the process in a easy and painless manner.

  • A Project Manager
    • For a lot of platforms, a project manager is an add-on. This is a person who is assigned to your event(s) and who is available for you to call, email, contact however you see fit.

      This person will have helped out with a lot of events before and has been trained extensively on the platform. Not only can they answer your questions, but often they will actually either help you set up the event or take most of it off your hands.

      For instance, with vConferenceOnline, the project manager can actually set up the entire event for you. You will send them abstracts for sessions, information about speakers, even contact information for speakers or exhibitors. They can then contact them directly for all of the information and set everything up for you.

      One great thing about project managers is that they have access to information about previous events. This means statistics and analytics about similar events to your own, allowing you to find out things like: how many sessions will be best? How long should your sessions be? How do you encourage attendees to speak to the exhibitors?

      As above, none of these platforms anticipate you knowing how to host your own online event – that’s why the platforms exist. It’s their job therefore to help you succeed with your event so you’re happy (and they’re happy to!)

  • Live Support
    • For platforms who don’t have project managers, often they will offer live chat or email support to help you out with your event. Similar to the project manager, this will be a team of customer service representatives who are trained on the platform and know the answers to most, if not all, of your questions. If they don’t know the answer, they have access to project managers who do have the answers.

      As with the project manager, this option is typically an add-on for other platforms, not included with the purchase of the event itself. However, the knowledge and experience you can access is well worth it for those who aren’t comfortable with the platform yet!

These three options are usually available on all platforms in some shape or form. The best practices guides are usually included with any event, while the project manager and the live support are typically add-ons. These give you three ways to access the platform’s expertise and experience!

Getting beyond Marketing Emails

Every marketer’s dream is to have their ideal audience and potential clients come to them.

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Living the marketer’s dream.

No banner ads, spam marketing emails, or annoying commercials necessary – and it make an advertiser’s job easier. Hands-free marketing is the goal, right?

 

How do you make the marketing process so easy that your clients find you before they even know they’re looking for you?

Connect to your audience through education

That is a very broad way to say that your marketing strategy should first and foremost involve teaching your audience something that you know extremely well and that they want to learn about.

If you try to convince your audience that they should choose you you before they realize they want the services you even offer, you’ll annoy more people than you’ll close. Proving your trustworthiness and knowledge gets you in front of the competition before your potential client even knows they need you.

How do you do this?

  • Find a topic you know like the back of your hand (and they don’t).

In your sphere, there are problems that your audience is looking to solve. Chances are, you either have the solution to those problems or you know where to look to solve them. Do you have a large number of problems you know how to solve? Great! You can create an online class or a series of articles on it. By proving that you know what you’re talking about, you establish yourself as a trustworthy source. Your audience will come to you for solutions (and you’ll already be at the top of their list when they want to spend money).

  •  Talk about easy-to-tackle issues.

Don’t try to overwhelm your reader/viewer with too much information at once. Try to break up problems into smaller step-by-step solutions. If your audience comes to a webcast and realizes you’re going to be talking for three hours, they’re already checked out. Take it by small steps to make your information more accessible to your audience.

  • Don’t brush off your own expertise.

Whatever your end goal, whatever you aim to sell to your potential client, you are confident that it’s a good product or service. Don’t play down your knowledge or forget to mention how you can be so helpful to your audience. If you’re a doctor discussing what a symptom could mean, it helps the patient to trust you if they know you actually are a medical professional. Make it clear why you’re an authority on the topic.

Your ideal audience doesn’t necessarily know who you are, so if you approach them by telling them that you’re great, they’ll just ignore you like a flashing banner ad. Offer them something they need – like knowledge, helpful tips, etc. – and they’ll be much more likely to become a good lead for you.

This way, you also connect with people you know will be good, qualified leads. A smaller number of quality leads is better than a huge number of terrible ones that will never pay off. Don’t waste your time (or theirs).

Want to educate your audience with a virtual event? Check out how to get started here. Questions? Email us at sales@vconferenceonline.com

Adding Value to Your Event with Certification

Nearly every industry in the world encourages, if not requires, continuing education. Typically, this is found in the form of expensive in-person conferences, which to attend, people have to drive across the state, fly across the country, or go to an in-town hotel. Continuing to grow and learn is a huge part of being able to climb the ladder in almost any industry.

How can this help you to add value to your event?

There are two options for adding certification to your event.  If you are an educational company anyway, contacting a certifying body to figure out the steps to become officially certified in your industry is a great place to start. You will submit your presentations and any testing materials and they will determine if you are able to give out official continuing education credits.

An official certification is a huge benefit to your event, as it becomes a draw not only for the attendee, but their company. Frequently, with continuing education, the company will foot the bill, making it easier for you to reach more attendees. Certificate by jhnri4

However, there is another option if you cannot reach out to a certifying body. Including certification in your event does not necessarily require an official certifying
body. If you have a decent name in your industry – or are cultivating
one, you can set up the event a little differently.

Your event can simply have a short quiz for each presentation (typically, these are 5-10 questions). With a platform like vConferenceOnline, you can then automatically grade these and distribute certificates via email. The certificate will have your company name as well as details for the number of credits the attendee earned in the event, typically gauged by the number of hours – or fraction of hour.

Including certification in your event adds an incredible amount of value – and makes it very easy to justify a cost to your attendee. This makes the event more profitable for you. It also makes the content very easy to re-use after the fact in a webinar or online course style event, further monetizing your content.