4 Things You Need To Watch Out For When Hosting A Virtual Event

Amy McWhirter

Written by Tim Grable

May 29, 2020

With the advent of COVID-19, hosting a virtual event have seen unbridled growth. And if you haven’t ever organized one, then it’s high time you consider this option because online events are very prolific now.

However, a successful virtual event isn’t made just by turning on a camera and streaming your content to the audience. Some aspects need to be taken into consideration to make sure the livestream event also clicks with them.

Rest assured, because, in the following article, we will give you 4 bits of advice and actionable tips that will come in handy for your upcoming online event.

4 Things You Need To Watch Out For When Hosting A Virtual Event

1) Pick the Right Platform

Before going online, it’s vital to decide on which platform you are going to host your event on.

We can’t tell you to go for a specific online service – that is up for you to decide. However, what we can tell you is that it’s essential to do your research regarding this topic.

Think of your audience and how they would fare in an online environment. Keep in mind that older audiences may not adapt as well to digital media as younger audiences.

Mature members of the audience would prefer lighter and hassle-free applications, while younger audiences would prefer more secure platforms.

Pick a platform your audience feels comfortable with and make sure it has all the features you want for your stream.  This is the first tip for hosting a virtual event.

2) Make Sure Your Tech Is up to Snuff

Once the software is taken care of, you need to pay equal attention to the hardware.

To offer your guests a smooth viewing experience, be sure to have a camera with good video quality. If you’re going for high production, you can even mount multiple cameras to switch viewing angles.

In terms of audio, your microphone needs to sound crisp, and ambient noise cancellation is a must. Think of this, viewers may stick around for an event with faulty video, but noisy or disruptive audio will make them turn away really quick.

3) Too Many or Too Few Activities

As with in-person events, when you are hosting a virtual event you will most likely have a set program. However, in an online environment, your audience’s attention span and overall patience are thinner.

With this in mind, your event needs to have the right amount of activities. You wouldn’t want your guests to be bored quickly, and you wouldn’t want to overwhelm them either.

In an event spanning multiple hours, you would want to have roughly one activity per hour. And make sure to space the activities out with reasonable breaks and ad times, to give your guests a breather.

Adam Trent is the perfect virtual entertainer to help you accomplish the right balance.  His audience interactive online performances are part magic and part stand up comedy. He promises that online audiences will leave his show feeling differently than they expected to feel after a virtual magic show.

4) Engage with the Audience

One of the best ways to maintain your audience invested is to engage with them throughout the duration of the online event. You can even do it before the event has even started, to show them you mean business!

You may need some help with this, and that’s why we recommend hiring a professional host or moderator to keep the conversations going and to encourage guests to interact with each other.

Amy McWhirter captivates audiences in an authentic soulful way, creating connection and impact. As a live event emcee and host, she is known for her energetic, engaging and relatable approach that inspires audiences of all sizes to connect with key messages and take action. Amy creates continuity, drives deeper engagement and amplifies messaging so that audiences come away with deep value from their time invested in events. Her clientele spans large corporations like Infosys, Honeywell, Whirlpool Corporation, Anaplan, SNK America, Elekta Medical, galas by Label Awards, Shop Global Awards, Executive Platforms and household names including Maytag, KitchenAid, Cadillac, Owens Corning, Cardinal Health.

Bring the Best When Hosting a Virtual Event

By the looks of it, online events are here to stay, not just because of the pandemic, but because of the benefits, they can yield for your organization.

Organize one for your company, and you will see the untapped potential of going digital.

If you’re committed to going on this route, then we want to help you. At The Grable Group, we can provide you with entertainment solutions for both in-person and hosting a virtual event.

Reach out to us at (615) 283-0039 in case you need any further assistance. We’d love to help!

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