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If this were a usual year, you might be hosting in-person events that connect with your customers, build relationships with new clients, and show your company’s value. For the time being, that may not be possible — but it doesn’t mean you have to lose that source of connection.
You may have noticed the rise in virtual events as a safe alternative to on-site conferences, trade shows and field events. Those virtual events are where you provide thought leadership and promote your offerings to your guests.
VideoLink delivers the video services that empower you to delight your audience at a time that requires social distancing. The VideoLink team does it all from pre- to post-production: adapting live events for virtual presentation, putting together a compelling story, and hosting a well-produced event that reflects well on your company.
Next week, VideoLink’s Stu Siegal, their creative director, will be sharing two posts to help you plan and fund your virtual events:
In the meantime, bookmark the VideoLink blog site , where you’ll find helpful resources that explain ways to create an outstanding live video production that impresses your audience. Town halls, webcasts, on-location events: the VideoLink team covers these and other topics that will help you understand the power of video to increase brand awareness, recruit students or employees, and share updates within your organization.
AVI-SPL wants to help your teams stay connected and productive during this difficult time as most of us are working, collaborating, and leading from home. Our Together We Can series offers helpful ideas and resources. Below is this week’s edition. Read all Together We Can posts.
While the COVID-19 pandemic response has sent everyone home to work, companies are also seeing their in-person employee and customer events canceled or indefinitely postponed. However, there is an alternative that can keep communication and revenue flowing in these uncertain times. Turn your all-hands meetings and customer seminars and gatherings into virtual events.
Virtual events let you stay in touch with employees through live-streaming Town Halls , and host customer seminars to showcase strategies and solutions. Before you get started, though, consider these five keys to a successful virtual event.
Start by building choosing your presenters and building your agenda. Try to select a host who is comfortable using online tools and can engage a virtual audience. For example, someone with experience leading webinars is a desirable choice for your virtual events. If your team hasn’t presented online in the past, just allow time for practice so they can get comfortable with the technology and engaging the audience online.
Since your attendees will be remote, it’s essential to work interactive elements into your virtual event agenda to encourage participation. You’ll also discourage participants from attending in listen-only mode while multitasking. Some ideas include:
For smaller events, include a live Q&A session where you can turn the audience’s mics on. For larger meetings, ask participants to submit written questions in the chat or Q&A boxes. Allow the presenter to focus on presenting while another team member monitors the chat and Q&A window and passes questions on to the host. Add a few minutes at the beginning of the session for the host or event coordinator to review the question procedure with attendees.
End your session by thanking everyone for attending and reviewing how you will follow up with the audience.
Once you have your virtual event plan, it’s time to invite guests to register and attend your event. Your plan can include sending out regular communications, ensuring invites have your contact information, and offering incentives to attendees.
While everyone has good intentions to attend your event, they may forget or lose motivation when other issues consume their day. It’s helpful to build an email invite and reminder schedule to encourage people to attend your virtual event. It may look something like this:
Potential attendees may have questions about your event content or technical issues with the online registration. Include a contact email and phone number in all your email communications. Assign a team member to answer calls and check emails to respond to questions quickly. Be prepared to take phone registrations if need.
If your budget allows, consider offering an incentive to attend the event. Use items that are easy to deliver electronically after the event. Some ideas include:
For complex sessions, such as an all-hands virtual Town Hall live stream, you may want to enlist the help of a video production partner such as VideoLink . Your partner can manage the production and quickly resolve any technical issues.
You can host smaller events on your preferred meeting platform like Microsoft Teams , Cisco Webex , or Zoom. Be sure to activate all privacy features for your meeting, such as requiring a meeting password and restricting who can share content on the screen. Also, check your app subscription to ensure you can host the expected number of attendees and record the event. Upgrade your platform if needed.
It’s helpful to do a complete run-through of the presentation before your live virtual event. Have all presenters and staff ensure all technical elements are working. A dress rehearsal will help you:
As with any event, it’s essential to follow up with attendees after the session to keep the conversation flowing. Town Hall virtual events can include a survey or an email with the recording. Customer event follow-up can be managed by marketing or by sending qualified leads to your sales team.
Provide email templates with any slides and content that the host shared during the event. Offer attendees the option to subscribe to your e-newsletter program and send content relevant to the event presentations. If your virtual event promoted a solution, consider adding an incentive to purchase in your follow-up communications.
Follow these ideas to hosting successful virtual events that help you connect with remote staff and drive customer revenue. If you need assistance with a company Town Hall or another virtual event, the AVI-SPL team is ready to help. Contact us now or call your local AVI-SPL office to get started today.
Don’t forget to check our Together We Can web page for updated work-from-home resources.