Whether your event is next week, next month, or later this year, you’re probably starting to think about virtual options. It can certainly be overwhelming, so we’ve broken things down to get you started.
Moving Your Conference 100% Online
- Live vs. Pre-Recorded – one of the first things you have to decide is if you want your speakers to present live or if you’d rather have them recorded and then played back as a mock live. Any time a presenter is live there is potential for more issues that could come up that requires more management. Taking this element out reduces risk and costs. It allows your presenters to make mistakes, start over mid-presentation, and end up with a polished presentation for their audience. They can then be present during the mock live playback for Q&A.
- Stick to the same schedule or re-invent the event? While you may think sticking to the same schedule makes sense – there are other options out there! Depending on how far away your conference is, people may have not already put in to have specific days off work and may appreciate the flexibility. For example, you could turn a 4-day conference into 4 Wednesdays of content throughout a month. Or a 1-day conference into individual webinars over a couple of weeks or even the course of the year. The key is to still deliver your important content.
Prepare Your Presenters
While most laptops have built in microphones and cameras, they may not always produce the best quality. If you have enough advance time, we recommend ordering a higher quality webcam and microphone. Some suggestions include:
You also may want to ensure all your videos have a consistent background. Something like the Fovitec Backdrop Kit could come in handy.
For speakers only recording audio and slides and no video, an HD phone or USB Headset is ideal.
Encourage your speakers to practice their presentations, just like they would for a face-to-face event, and get used to the silence on the other end.
Don’t Forget About Your Sponsors!
While there may no longer be a breakfast to sponsor or an exhibitor hall, that doesn’t mean you have to lose out on sponsorship dollars altogether. Some ideas include:
- Displaying their logos on your virtual event homepage and/or in a sponsor section on your website
- Offer individual session sponsorship where they could have lobby slides, a brief video, and a shout out from the presenter
- For a higher price, allows those session sponsors to continue being the sponsor of the on-demand session, allowing them visibility throughout the year
- Create a virtual exhibit hall with marketing materials and option for attendees to contact sponsors
- Provide the attendee list to all sponsors
- Allow for other perks such as banner ads in email blasts, on webpages, and guest blog posts
Repurpose Your Content
Just like an in-person event, your presenters spent a lot of time on their presentations. You spent a lot of time getting everything organized and marketing the virtual event to your audience. Don’t let the presentations end there. And don’t let the marketing or opportunity to create additional revenue end there either. Check out 6 Ways to Repurpose Webinar Content for ideas on what to do with your virtual conference content after the live event.