{"id":27964,"date":"2020-03-25T00:55:00","date_gmt":"2020-03-25T00:55:00","guid":{"rendered":"https:\/\/www.eventmobi.com\/?p=27964"},"modified":"2023-03-15T15:44:31","modified_gmt":"2023-03-15T19:44:31","slug":"virtual-events-guide-how-to-take-your-conference-online","status":"publish","type":"post","link":"https:\/\/www.eventmobi.com\/blog\/virtual-events-guide-how-to-take-your-conference-online\/","title":{"rendered":"Virtual Events Guide: How to Take Your Conference Online"},"content":{"rendered":"\n
\"A<\/figure>\n\n\n\n

Achieve Virtual Event Success <\/strong><\/h3>\n\n\n\n

Pivoting from an in-person to a strictly-virtual or hybrid event format offers new opportunities to engage attendees and sponsors\u2014all while extending your event’s reach. <\/p>\n\n\n\n

When you remove the physical venue from the mix, your event experience design will require a rethink. However, it may actually make it easier for you to create the perfect flow with the right mix of presentation content<\/a> and interactivity. <\/p>\n\n\n\n

Same Goals, New Tactics <\/strong><\/h4>\n\n\n\n

While your event goals and objectives will remain the same, you\u2019ll need new tools and tactics to achieve them. In an in-person format, technology is often peripheral to the hustle and bustle of the activities onsite. In a virtual format, your event tech will take center stage. Your event flow and interaction between attendees, speakers, and sponsors will be dictated by the capabilities of the virtual events platform<\/a> you choose.\u00a0<\/span><\/p>\n\n\n\n

A flexible, intuitive virtual events platform will give you the most latitude when designing your event experience. You should also be able to use the same platform to pivot to a hybrid or in-person format as travel and health restrictions change.<\/span> <\/p>\n\n\n\n

Consider how you will be able to align content and complexity with the right level of engagement. For example, small internal meetings may simply require a central hub to showcase a single live broadcast and pre-recorded video content with engagement features like group chat, while larger conferences may need to run multiple livestream and simulive sessions (<\/span>pre-recorded content with live interaction) with video breakout rooms for maximum engagement. <\/span><\/p>\n\n\n\n

To help you understand how you can adapt your meeting, conference, or trade show to an online format, we\u2019ve outlined the most common event types and listed the tools and professional services that will help you create an engaging virtual event experience.\u00a0<\/span><\/p>\n\n\n\n

<\/p>\n\n\n

\n
\"Example<\/figure><\/div>\n\n\n

Virtual Event Type: Internal Meeting<\/strong><\/h2>\n\n\n\n
You\u2019re planning\u2026.<\/strong><\/td>A short and focused meeting<\/em>, e.g. <\/em>
\u2022 Quarterly review<\/em>
\u2022 Policy update<\/em>
\u2022 Internal training<\/em><\/td><\/tr>
You hope to\u2026<\/strong><\/td>\u2022 Educate, inform<\/em>, gather feedback<\/em>
\u2022 Create a content library (including session slides and recordings) that will be accessible after the event ends<\/em><\/td><\/tr>
You\u2019re looking for\u2026<\/strong><\/td>\u2022 A self-serve, easy to setup virtual event platform <\/em>
\u2022 Must be able to integrate with our existing webinar, livestream and registration<\/em> platform<\/em>s<\/td><\/tr>
Size & Scope:<\/strong> <\/td>\u2022 50-500+ attendees<\/em><\/td><\/tr>
Event Duration:<\/strong><\/td>\u2022 2-4 hours in a single day, or series of short events<\/em><\/td><\/tr>
Agenda Format:<\/strong><\/td>\u2022 Fairly linear – single video stream of continuous plenary, educational sessions and lectures<\/em><\/td><\/tr>
Desired Level of Engagement:<\/strong><\/td>\u2022 Low – limited to live polls and Q&A during live broadcast<\/em>s<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

What’s important: <\/strong><\/h4>\n\n\n\n
Video Options:<\/strong><\/td>\u2022\u2022<\/font><\/td>\u2022 Integrate with and stream from preferred video conference or video hosting platforms <\/em>
\u2022 Attendees can watch broadcasts and provide real-time feedback with live polls and Q&A<\/em>
\u2022 Link to recorded videos pre and post event<\/em><\/td><\/tr>
Sponsorship:<\/strong><\/td>\u2022<\/font><\/td>\u2022 Not required<\/em><\/td><\/tr>
Networking:<\/strong><\/td>\u2022\u2022<\/font><\/td>\u2022 Basic chat and group discussions about session topics<\/em><\/td><\/tr>
Engagement:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Polls, Q&A or gamification to gauge audience retention and gather feedback<\/em>
\u2022 Session surveys to get feedback on speakers<\/em> and content<\/em>
\u2022 Private and group chat to provide networking opportunities<\/em><\/td><\/tr>
Entertainment:<\/strong><\/td>\u2022<\/font><\/td>\u2022 Not required<\/em><\/td><\/tr>
Success Metrics:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Percentage of registrants that logged in<\/em>
\u2022 Number of online attendees watching livestreams and pre-recorded videos<\/em>
\u2022 Engagement rate (participation percentage) <\/em>
\u2022 Transfer of knowledge tested via pre\/post surveys or live polls during broadcasts<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

What you need: <\/h4>\n\n\n\n
EventMobi Virtual Space<\/a><\/strong><\/td>\u2022 Self-serve<\/em>
\u2022 Integrates with any registration platform (Swoogo, Cvent, Eventbrite, etc.), or let EventMobi build your website and registration forms
<\/em>\u2022 Includes session chat, live polls, Q&A, group discussions and 1:1 video meetings <\/em>
\u2022 Livestream and video conference integration from<\/em> Zoom<\/em>, GotoWebinar, Wistia, YouTube<\/em>, Vimeo<\/em>, Twitch<\/em>, On24 or any RTMP streaming source<\/em>
\u2022 Upload pre-recorded videos to create a video-on-demand gallery pre or post event<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n

\n
\"Live<\/figure><\/div>\n\n\n

<\/p>\n\n\n\n

\n

Virtual event success hinges on effective monetization, high quality video production, and the right engagement tools. <\/em><\/p>\n<\/blockquote>\n\n\n\n

<\/p>\n\n\n\n

Virtual Event Type: Conference<\/strong><\/h2>\n\n\n\n
You\u2019re planning\u2026.<\/strong><\/td>A mid-size event, pre-registered attendees e.g. <\/em>
\u2022 User conference <\/em>
\u2022 Sales kick-off<\/em>
\u2022 Premium training events<\/em><\/td><\/tr>
You hope to\u2026<\/strong><\/td>\u2022 Offer attendees and sponsors\/exhibitors a variety of opportunities to connect <\/em><\/td><\/tr>
You\u2019re looking for\u2026<\/strong><\/td>\u2022 Event marketing and registration<\/em>
\u2022 A sleek and professional virtual platform, easy for attendees to navigate <\/em>
\u2022 Set-up and day-of support<\/em>
\u2022 High quality production and a smooth content flow is critical<\/em><\/td><\/tr>
Size & Scope:<\/strong> <\/td>\u2022 200-1000+ attendees, plus a handful of exhibitors<\/em><\/td><\/tr>
Event Duration:<\/strong><\/td>\u2022 Single or multi-day program<\/em><\/td><\/tr>
Agenda Format:<\/strong><\/td>\u2022 One or two broadcast channels to livestream continuous sessions, moderated by a digital emcee <\/em>
\u2022 Lots of pre-recorded or simulive breakouts so attendees can explore what they want, when they want<\/em> <\/td><\/tr>
Desired Level of Engagement:<\/strong><\/td>\u2022 High – creating fun opportunities for networking is key <\/em>
\u2022 Encourage 1:1 connections <\/em>
\u2022 Incentivize engagement with raffles or giveaways, delivering value to sponsors <\/em>
\u2022 Create smaller workshops or moderated roundtables to increase engagement <\/em>
\u2022 Enable live chat, polls and Q&A during live broadcasts <\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n\n

What’s important: <\/strong><\/h4>\n\n\n\n
Video Tools:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 A mix of livestream and pre-recorded video, with tiered access to exclusive conten<\/em>t
\u2022 Integrate with preferred video conferencing platform for workshops and roundtables <\/em>
\u2022 High quality livestream production for key broadcasts with live engagement polls and Q&A<\/em><\/td><\/tr>
Sponsorship:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Everything from virtual exhibitor booths to sponsored giveaways and banner ads<\/em>
\u2022 Embed sponsored videos within livestreams, or overlay sponsored messages on pre-recorded or live broadcasts <\/em><\/td><\/tr>
Networking:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Multiple forums for attendee chat and to connect attendees with sponsors<\/em>
\u2022 Potential use of moderated workshops and roundtables<\/em><\/td><\/tr>
Engagement:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Tools to encourage participation in sponsored events<\/em> with gamification <\/em>
\u2022 Live polls, chat and Q&A during live sessions<\/em>
\u2022 Live raffle prize giveaways between session<\/em>s<\/td><\/tr>
Entertainment:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Sponsored virtual cocktail hour <\/em>
\u2022 Live music before main session opening<\/em>
\u2022 Gift\/swag baskets will be mailed to remote audience to be opened during the live event<\/em><\/td><\/tr>
Success Metrics:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Attendee log-in and video play counts<\/em>
\u2022 Engagement rate (participation percentage) <\/em>
\u2022 Transfer of knowledge tested via pre\/post surveys or live polls during the broadcast<\/em>
\u2022 Sponsor video play counts and banner ad clicks<\/em>
\u2022 Strong post-event use case<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

What You Need: <\/strong><\/h4>\n\n\n\n
Event Marketing Website and Registration<\/strong><\/a><\/td>\u2022 Choose a pre-designed template or fully custom design<\/em>
\u2022 Integrate teaser videos, sponsor banner ads and robust sponsor profiles <\/em>
\u2022 Agenda sneak peek<\/em>
\u2022 Offer tiered ticket types, allow registrants to sign up for sessions, manage session caps, etc.<\/em><\/td><\/tr>
Social Media Dashboard<\/strong><\/a><\/td>\u2022 Monitor social media posts and<\/em> track social account data<\/em>
\u2022 Identify and understand the impact of event influencers<\/em>
\u2022 Embed a live social media wall in your event marketing website and virtual event space<\/em><\/td><\/tr>
EventMobi Virtual Event Space and GoLive! Services<\/strong><\/a><\/td>\u2022 Setup, design and build out of virtual event space <\/em>
\u2022 Agenda with links to video sessions, entertainment and social activities <\/em>
\u2022 Video and livestream integration <\/em>
\u2022 Add live polls, surveys, Q&A to sessions<\/em>
\u2022 Enable networking via session chat, 1:1 video meetings, private messaging and group discussions<\/em>
\u2022 Gated video roundtable discussions<\/em>
\u2022 Gamification challenges<\/em>
\u2022 Sponsor logos and banner ads <\/em><\/td><\/tr>
Exhibitor Management<\/strong> <\/em><\/td>Complete setup of virtual exhibitor booths<\/em>:
\u2022 Exhibitor logo, description, contact info<\/em>, video, company representatives<\/em>, CTA button for lead generation<\/em>
\u2022 One-on-one chat<\/em>
\u2022 Production of a 1-hour sponsor presentation<\/em>
\u2022 Lead capture raffle strategy<\/em><\/td><\/tr>
Speaker Management <\/strong><\/td>\u2022 Pre-session preparation and virtual space setup <\/em>
\u2022 Day-of support for live streaming or pre-recorded content capture <\/em><\/td><\/tr>
Session Pre-Production<\/strong><\/td>Production of pre-recorded (simulive) sessions includes: <\/em>
\u2022 Title card<\/em>
\u2022 Branding, text and graphics overlays<\/em>
\u2022 Add pre and post session sponsor video<\/em><\/td><\/tr>
Live Production<\/strong><\/td>\u2022 Show flow preparation<\/em>
\u2022 Live support for hosts and speakers <\/em><\/td><\/tr>
Live Support for Attendees<\/strong><\/td>\u2022 Live chat to assist with access, features and general troubleshooting<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

<\/p>\n\n\n

\n
\"Two<\/figure><\/div>\n\n\n

Virtual Event Type: Conference & Expo <\/strong><\/h2>\n\n\n\n
You\u2019re planning\u2026.<\/strong><\/td>A large scale event, e.g. <\/em>
\u2022 Annual meeting<\/em>
\u2022 Conference<\/em>
\u2022 Expo<\/em><\/td><\/tr>
You hope to\u2026<\/strong><\/td>\u2022 Offer a variety of educational sessions in different formats<\/em>
\u2022 Help to connect attendees and sponsors\/exhibitors<\/em>
\u2022 Create brand exposure and lead gen opportunities for sponsors<\/em><\/td><\/tr>
You\u2019re looking for\u2026<\/strong><\/td>\u2022 All the bells & whistles and full support <\/em>
\u2022 From design and video production to day-of execution and live support – this event will require all hands on deck<\/em><\/td><\/tr>
Size & Scope:<\/strong> <\/td>\u2022 1000-20000+ attendees, 100+ exhibitors<\/em><\/td><\/tr>
Event Duration:<\/strong><\/td>\u2022 Multi-day program<\/em><\/td><\/tr>
Agenda Format:<\/strong><\/td>\u2022 Open – multiple concurrent streams, breakouts and some scheduled sessions <\/em>
\u2022 Flexibility to ‘choose your own adventure’ for attendees, with recorded content pre and post event<\/em><\/td><\/tr>
Desired Level of Engagement:<\/strong><\/td>\u2022 Medium<\/em> – online session participation is important for some sessions but not all broadcasts<\/em>
\u2022 Opportunities to connect sponsors and attendees via chat or sponsored workshops or roundtables<\/em>
\u2022 Attendee networking can be facilitated with pre-scheduled appointments, chat and video calls <\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

What\u2019s important:<\/strong><\/h4>\n\n\n\n
Video Tools:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Anything and everything from<\/em> pre-recorded sessions and livestreams to video-on-demand with live Q&A <\/em>– but the quality must be top-notch<\/em>
\u2022 Ability to simulive (play pre-recorded videos) and then bring the host and speaker live to take Q&A<\/em><\/td><\/tr>
Sponsorship:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Critical for revenue generation<\/em>
\u2022 Require unlimited opportunities to drive brand awareness and generate leads for partners<\/em>
\u2022 Depending on ticket price and sponsorship package, potential opportunity to mail out swag box in advance of the event<\/em><\/td><\/tr>
Networking:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Create an environment for spontaneous, organic networking between all participants – whether attendees, speakers or sponsors<\/em><\/td><\/tr>
Engagement:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Interactivity is key<\/em> – virtual roundtables, sponsored webinars and live panel sessions with real-time Q&A <\/em><\/td><\/tr>
Entertainment:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Everything from live shows to virtual social mixers<\/em><\/td><\/tr>
Success Metrics:<\/strong><\/td>\u2022\u2022\u2022<\/font><\/td>\u2022 Attendee log-in and video play counts<\/em>
\u2022 Engagement rate <\/em>
\u2022 Sponsor video play counts and banner ad clicks<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n

What You Need: <\/strong><\/h4>\n\n\n\n
Event Marketing Website and Registration<\/strong><\/a><\/td>\u2022 Choose a pre-designed template or fully custom design<\/em>
\u2022 Integrate teaser videos, sponsor banner ads and robust sponsor profiles <\/em>
\u2022 Agenda sneak peek<\/em>
\u2022 Offer tiered ticket types, allow registrants to sign up for sessions, manage session caps, etc.<\/em><\/td><\/tr>
Social Media Dashboard<\/strong><\/a><\/td>\u2022 Monitor social media posts and<\/em> track social account data<\/em>
\u2022 Identify and understand the impact of event influencers<\/em>
\u2022 Embed a live social media wall in your event marketing website and virtual event space<\/em><\/td><\/tr>
EventMobi Virtual Event Space and GoLive! Services<\/strong><\/a><\/td>\u2022 Setup, design and build out of virtual event space <\/em>
\u2022 Agenda with links to video sessions, entertainment and social activities <\/em>
\u2022 Video and livestream integration <\/em>
\u2022 Add live polls, surveys, Q&A to sessions <\/em>
\u2022 Enable networking via session chat, 1:1 video meetings, private messaging and group discussions<\/em>
\u2022 Gated video roundtable discussions<\/em>
\u2022 Gamification challenges<\/em>
\u2022 Sponsor logos and banner ads <\/em><\/td><\/tr>
Exhibitor Management<\/strong> <\/em><\/td>Complete setup of virtual exhibitor booths<\/em> includes:<\/em>
\u2022 Exhibitor logo, description, contact info<\/em>, video, company representatives<\/em>, CTA button for lead generation<\/em><\/em>
\u2022 One-on-one chat<\/em>
\u2022 Production of a 1-hour sponsor presentation<\/em>
\u2022 Lead capture raffle strategy<\/em><\/td><\/tr>
Speaker Management <\/strong><\/td>\u2022 Pre-session preparation and virtual space setup <\/em>
\u2022 Day-of support for live streaming or pre-recorded content capture <\/em><\/td><\/tr>
Session Pre-Production<\/strong><\/td>Production of pre-recorded (simulive) sessions includes:  <\/em>
\u2022 Title card<\/em>
\u2022 Branding, text and graphics overlays<\/em>
\u2022 Add pre and post session sponsor video<\/em><\/td><\/tr>
Live Production<\/strong><\/td>\u2022 Show flow preparation<\/em>
\u2022 Live support for hosts and speakers <\/em><\/td><\/tr>
Live Support for Attendees<\/strong><\/td>\u2022 Live chat to assist with access, features and general troubleshooting<\/em><\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n
\n

These are just a few of the event types using the EventMobi end-to-end platform to pivot to virtual. From event promotion and registration to going live on the day, we\u2019re here to help you every step of the way. Book your personal demo to learn more about the EventMobi Virtual Space and GoLive! Professional Services. <\/p>\n<\/blockquote>\n\n\n\n

\"\"<\/a><\/figure>\n\n\n\n

This article was co-authored by Amanda Toms, EventMobi Sr. Account Manager, Global Enterprise & Key Accounts. Connect with her on LinkedIn<\/a><\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

While many planners haven\u2019t yet had the opportunity to run a virtual or hybrid event, pivoting from an in-person to virtual format offers new opportunities. Learn more about the tools and professional services event planners are using to create engaging virtual events.<\/p>\n","protected":false},"author":114,"featured_media":29349,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","_searchwp_excluded":"","inline_featured_image":false,"footnotes":"","_links_to":"","_links_to_target":""},"categories":[8874],"tags":[8877],"filter":[],"class_list":["post-27964","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-virtual-events","tag-virtual-events"],"acf":[],"yoast_head":"\nVirtual Events Guide to Your Online Conferences | EventMobi<\/title>\n<meta name=\"description\" content=\"Need to take your conference online? 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