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Virtual Events

A First-timers Guide to Virtual Events

Hearing the words “virtual events” can scare even the most tech-savvy person. It sounds like an overly complicated endeavor. However, put simply, a virtual event is an event that happens over a network medium with people participating from different physical locations.

Hosting a successful virtual event depends on several factors. It can be quite a daunting task to plan and execute all of these all by yourself. Some of the things you should consider when looking for audio visual rentals include:

A first-timers Guide to Virtual Events

Platform and video options

Platform and video options are what make or break a virtual event. Make sure you get the right platform and the best video for your event. Key areas for consideration include:

Video – The participants should have access to high-quality video of the presentation, as well as, the facilitator. Some people try to cut costs by only showing the audio and the presentation; however, the non-verbal cues from the facilitator are just as important.

Participants Interactions – Even though the participants are not physically there, they need a way to interact with the facilitator. A good platform provides a way for the two sides to communicate throughout the presentation. It can either be chat or two-way audio.

Event registration – A great event allows participants to register. Registration allows for proper planning for both the facilitator and you as the event planner. The registration can integrate with your system through API calls, or you can have an external independent registration system.

Location of the Event

The location of the event can be thought about in two ways. The first touches the facilitator(s). Are they doing the presentation live on stage or at their own offices or homes? The other is the participants. Are the participants gathering in one location or different ones? Having all this information allows your planner to consider all the dynamics of your event.

Internet Connection

A great internet connection determines whether your event will be a memorable one or not. No one wants to pay for an event that continually needs to buffer. Ensure that all the locations have a great internet connection where possible. It is great to have security with firewalls and a backup internet connection as well.

Facilitator

Virtual events are unlike other regular functions. It is more taxing to the presenter. You need to ensure that your presenter is familiar with the platform you’re using and that their presentation is tailored more towards a virtual event. If you are only supplying audio and video feed of the presentation without the presenter’s video capture, ensure that all the content is in the presentation slides or video.

Conclusion

Virtual events are a great way to target a bigger audience without the implications of hosting too many participants in one location. It is more convenient for both the participants as well as the presenters. Planning your first virtual event shouldn’t be too hard with our guide to help you with the nitty-gritty.

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