Virtual Events for Open or Private VIP Only Audiences


Virtual events are a requirement for companies big and small in today’s business culture. While IBM Watson Media has been streaming online conferences for many years, we’ve added several new features to our Enterprise Video Streaming platform to help event managers easily spin up new virtual events (or webcasts) at any time, and customize them for specific audiences.  A

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What is Virtual Event Coaching?


With a record number of employees working from home now and for the foreseeable future, virtual events will continue to be the best way to communicate with a distributed workforce. Whether you’re a seasoned pro or brand new to virtual events, a coach can help identify areas of improvement and work with you to achieve your goals. Here’s what to expect in your first virtual event coaching meeting.

Virtual Event Preparation

If you’ve never hosted a virtual event before, preparing for your first can be daunting, but your coach will help make it easier. They’ll work with you to identify and define:

  • Video message strategy
  • Roles and responsibilities
  • Production requirements
  • Location, audience and budget
  • Set look and feel
  • Equipment configuration
  • Content readiness testing
  • Network readiness testing
  • Contingency planning

A virtual event coach will also provide a simple-to-follow playbook to ensure the process is repeatable for future events.

Executing Virtual Events

Once you have the basics out of the way, it’s time to test your equipment and get ready to go-live. Your event coach will help with:

  • Setup and testing
  • Video and audio review
  • On-camera coaching
  • Remote technical support

Remember, just like an in-person event, practice is the most critical element of virtual event preparation. Your speakers and event team need to be familiar with your broadcast equipment, platform and have a backup plan for if something goes wrong on the big day.

Post-Event Analytics

The work isn’t over when the camera turns off. In fact, post-event analysis is critical to the ongoing success of your corporate communications strategy. After your virtual event, your coach will help you:

  • Review post-event analytics
  • Analyze process and execution
  • Operationalize
  • Drive greater adoption
  • Increase viewership
  • Review metrics and KPIs

Understanding how your event performed gives insight into how to optimize future events.

Advanced Virtual Event Coaching from Kollective

At Kollective, we offer a number of advanced workshops to help you take your virtual events to the next level.

Corporate Communications Message Strategy

Learn, develop and apply the “Message House” structure to your communications. Construct key performance indicators based on this structure.

Adoption Strategy

Build executive and employee adoption of video into your communication strategy.

Operationalize Live Event Process

Review your live event process and discover your strengths and opportunities. Further define roles and responsibilities to ensure repeatable successful events in the future.

Business Storytelling

Learn business storytelling principles and practice storytelling techniques from well-known experts. Half day workshop includes content development work and presentation techniques.

Learn What “Good” Looks Like

Create a data-driven approach to managing executive expectations and define what “good” looks like for your enterprise video content.

Kollective FREE Virtual Event Coaching Workshop

If you’re new to video, getting started with virtual event coaching is easy – and FREE. Kollective offers enterprise organizations with 500+ employees a free one-hour workshop to learn the basics of virtual events. Our team of Enterprise Video Strategists will provide you the knowledge you need to communicate effectively at scale.

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How to Create and Host Successful Virtual Events

AV Everywhere

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:

  • Top Five Virtual Event Strategies for Success – Stick the landing at your next virtual event with our top five strategies for success.
  • How to Sign Sponsorships for Virtual Events – Sign more sponsors for your next virtual event by following this eight-step plan.

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.

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5 Keys to a Successful Virtual Event

AV Everywhere

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.

1. Make your virtual event interactive

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:

  • Allow attendees to ask or submit questions on the materials
  • Take polls about activities related to the presentation
    • The presenter can ask the question and ask attendees to respond in the chatbox
  • Include an open Q&A Session
  • Share downloadable content via the chat window
  • Add a mix of material such as a live speaker with slides, and recorded video

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. 

2. Encourage virtual event or Town Hall attendance

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.

Schedule a regular cadence of invitation and reminders emails

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:

  • Invite 1: four weeks prior
  • Invite 2: one week prior
  • Invite last chance: one week prior
  • Confirmation email with session instructions: ongoing upon registration
  • Reminder to attend 1: one week prior
  • Reminder to attend 2: one day prior

Include contact information

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.

Office incentives to participate

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:

  • e-gift cards for coffee or online shop
  • Long-form, value-added content such as an eBook or White Paper

3. Choose your virtual event solution

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.

4. Hold a dress rehearsal

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:

  • Show the host and presenters know how to log on, take control of the session, and share content and video
  • Learn how to mute and unmute all attendees to avoid noise
  • Test everyone’s mics, cameras, speakers, and Internet connections
  • Time each part of the session to see if you need to streamline your content, and ensure you allow time for audience Q&A

5. Follow up after the online seminar or live stream

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.

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