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Best practices for virtual event success
By following virtual event best practices, you can handle every aspect of event day with ease, from fine-tuning technical setups to managing attendee interactions.
Preparation and setup
Proper preparation lays the groundwork for a smooth event. By sorting out all technical and logistical elements well ahead of time, your team can focus on delivering a polished experience with confidence and ease.
Final checks
Final checks give you the confidence that everything is in order, allowing you to address issues before they impact your attendees.
- Technical equipment: Test all equipment one last time, including cameras, microphones, and computers. Check that each device is fully charged or plugged in. Make sure all software is updated, and that video and audio settings are configured correctly. Conduct a test call if necessary to ensure no technical issues arise when the event begins.
- Internet connectivity: Double-check that your internet speed is sufficient for the event. A wired connection is usually more reliable than Wi-Fi, especially for video streaming. If you rely on Wi-Fi, run a quick speed test to confirm that it’s fast enough. Having a backup connection ready, such as a mobile hotspot, ensures you’re prepared for unexpected outages.
- Event platform: Go through a final test of the platform features — screen sharing, breakout rooms, chat functions, and polls. Conduct a test session to verify that each of these tools works as expected, and familiarize your team with their functions. If you’re using third-party tools (like for live polling), test those as well to ensure compatibility.
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Rehearsals
Rehearsals help smooth out any kinks before the event begins, ensuring your speakers are prepared and the flow of the event is seamless.
- Speaker rehearsals: Schedule a final rehearsal with all speakers. This isn’t just about running through the content but testing the equipment they'll be using. Speakers should test their microphones, cameras, and any presentation materials (such as slides or videos). Make sure they have a backup of their slides and know how to use the platform’s sharing functions.
- Run-through: Run through the entire event, from the opening remarks to the closing session. Rehearse transitions between speakers and sessions. Make sure timing works and that the technology functions without hiccups. If possible, simulate an attendee’s experience by having someone outside the team join the event to identify any overlooked issues.
Backup plan
A solid backup plan makes sure that technical issues don’t derail your event. It’s important to be ready for the unexpected.
- Contingency plans: Have backup equipment available, including spare microphones, cameras, and computers. If your primary equipment fails, having a backup ready to go will minimize downtime. Keep an alternate internet connection, such as a mobile hotspot or a second Wi-Fi network, in case your main connection experiences issues.
- Contact information: Maintain a list of key contacts for technical support, speakers, and event coordinators. If something goes wrong, you’ll need to be able to quickly reach someone who can help resolve the issue. Consider having a dedicated tech support person who can jump in to handle any disruptions during the event.
Communication
Clear communication is the foundation of a successful event. Without it, your attendees and speakers can easily become confused or disengaged.
- Joining instructions: Make joining the event straightforward. Share a direct link, login credentials (if needed), and clearly indicate the event’s start time with the correct time zone. Consider adding a quick troubleshooting guide in case attendees run into any issues.
- Platform navigation: Help attendees feel comfortable using the platform by providing a brief overview. Explain how to access sessions, find breakout rooms, and participate in interactive elements like chat and polls. Offering a quick tutorial or a downloadable guide can reduce confusion and keep the event moving smoothly.
Event agenda
A well-structured agenda keeps everyone on track and sets expectations. Attendees, speakers, and organizers need to know what’s coming next and when to expect it. A clear agenda also helps maintain a sense of professionalism throughout the event, ensuring the day flows smoothly. Here’s how to get it right:
- Detailed agenda: Don’t just send a general outline. Include specific session times, speaker names, and any relevant links or materials. Add breaks to give attendees a sense of timing for when they can stretch or grab a coffee. If there are multiple sessions or tracks, organize them in a way that’s easy to follow, with clear labels for each.
- Updates: If anything changes last-minute—whether a speaker is delayed or a session time shifts—let participants know immediately. Use both email and in-app notifications to push these updates. Attendees will appreciate being kept in the loop, and it’ll avoid confusion later on.
Reminders
Keeping your attendees informed and ready for the event requires consistent communication. Regular reminders help reduce no-shows and ensure participants stay engaged throughout the event.
- Email reminders: Send a reminder email a day or two before the event with all the important details—how to join, session start times, and any pre-event activities, like surveys or preparatory readings. If there are any specific requirements, such as software downloads or document reviews, make sure to include them. Providing all the necessary information helps attendees feel prepared and ready to participate.
- Notifications: Use your event platform’s notification feature to send quick updates during the event. A reminder an hour before the event starts helps prevent last-minute rushes. Throughout the event, notify participants about session changes, upcoming activities, or break times. These updates help keep the event on schedule and remind attendees of key moments.
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Engagement
Keeping attendees engaged throughout your virtual event is key to its success. Interactive features not only maintain interest but also create a more dynamic and participatory atmosphere. Here are some ways to foster real-time engagement:
Interactive features
Interactive features make virtual events feel less like a broadcast and more like a conversation. By inviting attendees to participate, share opinions, and ask questions, these tools create an environment of engagement and collaboration, keeping people connected to both the content and each other.
- Polls and Q&A: Polls can serve as a great way to gauge attendee opinions or gather feedback in real-time. They’re also a useful tool for driving participation—whether you’re asking a simple question or using polls to inform the next session. For Q&A, invite attendees to ask questions during or after each session, allowing speakers to address concerns and interact directly with the audience. A lively Q&A can spark discussions and make the event feel more personal.
- Chat interaction: The chat feature is more than just a space for technical support—it’s a place for attendees to connect. Encourage people to share thoughts, insights, or ask questions related to the presentation. Make the chat feel welcoming by moderating it and ensuring it's used effectively. When attendees feel they can directly engage with others, they’re more likely to stay invested in the event.
Networking opportunities
Networking opportunities can elevate a virtual event beyond just the presentations. Giving attendees space to interact with one another adds a layer of value that structured sessions alone can’t provide. Here's how to set up meaningful networking experiences:
- Breakout rooms: Set up small groups for more focused, topic-driven conversations. Rather than just discussing broad themes, encourage attendees to dive deep into specific issues or challenges they face. This approach allows for genuine problem-solving and real-time feedback, making the connections more actionable.
- Virtual lounges: Create casual spaces where people can jump in and out of conversations without the pressure of formal schedules. These lounges can be designed with specific areas of interest, such as industry trends or role-specific discussions, allowing participants to gravitate toward conversations that are immediately relevant to their work or goals.
Monitoring engagement
Monitoring engagement helps you stay connected with your audience and adjust the flow of the event as needed. Keeping an eye on how attendees are interacting gives you a sense of what’s working and what isn’t. This allows you to make real-time tweaks that can increase participation and ensure a more lively event.
- Engagement metrics: Track how attendees are interacting with different features like polls, Q&A sessions, or chat discussions. Are people responding actively, or is the engagement slowing down? Watching these interactions closely will tell you where to focus your efforts for the remainder of the event.
- Real-time adjustments: If you notice a drop in participation, be prepared to make quick changes. For example, switch up the format, ask a thought-provoking question, or offer a quick interactive poll to refresh the room. Responding to feedback and adjusting based on attendee behavior can keep the energy up and prevent disengagement.
Conclusion
Following best practices for event day preparation, communication, and engagement ensures a smooth and successful virtual event. By conducting final checks, providing clear instructions, and utilizing interactive features, you can create an engaging and professional experience for attendees. For a comprehensive solution to manage all aspects of event day execution, consider utilizing RingCentral’s advanced event management platform, which offers robust features for real-time monitoring and support.
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