During the pandemic, virtual events made the transition from exceptional to business as usual. And despite our freedoms returning, virtual meet-ups will remain part of the ‘new normal’. Technological innovation was one of the great triumphs of lockdowns resulting in a rash of novel virtual events ideas and tools. We pick some of the best tools for the job.
Even exchanges that seemed to demand ‘in person’ interactions pre-pandemic now work well virtually. But virtual events can also be easy to get wrong. Below we outline five formats, five tech ‘platform’ options for each, then share some tips for success in five key areas.
Webinars
Whether it’s live or on-demand, you want your webinar to communicate, educate and inform as accessibly and engagingly as possible. Features to look for: browser-based, device-agnostic, branding, breakout rooms, slide decks, screen sharing, text chat, whiteboard, moderator controls such as ‘lecture mode’ and remote mute, event recording, booking and scheduling, and functionality such as handouts, ‘raise hand’, Q&As, surveys and polling.
Options include the platforms above, plus:
- Lifesize;
- ON24;
- TwentyThree Webinars;
- Microsoft Teams; and
- Wonder (previously Yotribe).
With some virtual event platforms, you may want to consider integration with apps such as Mentimeter, Slido and Poll Everywhere.
We’ve learnt a lot in the past year. “People have become fairly savvy on tech etiquette,” says Isabelle Campbell, Commercial Finance Director, coach and trainer. “We are more adept at balancing the need for professionalism with the informality of home-working and virtual communications,” Campbell says.
A one-on-one
The so-called virtual fireside chat offers a chance for a more informal yet structure conversation with someone. It may not be as intimate as real life, even with a 4K fire video crackling in the background, but it can be more engaging than other virtual briefings, keynotes or discussions. Features to look for: ease of use, free functionality, moderator controls such as remote muting, background noise cancelling, interactivity between attendees and presenters, integral or add-on participation tools such as Q&As or live chat and polling.
Options include the event platforms above, plus:
- Airmeet;
- Clubhouse (audio-only);
- Google Meet;
- Zoom; and
- old favourites such as Webex, GoToMeeting and GoToWebinar.
Don’t get hung up on event typology. A fireside chat can be a podcast and vice versa, and part of a multifaceted event such as a conference, or webinar, or workshop – or not.
Workshops
Virtual workshops can deliver all that a webinar can, and may combine virtual and in-person interactions, in a hybridised best of both worlds. Look for webinar functionality (see above), plus strong collaboration and digital facilitation tools for: brainstorming, importing data in multiple formats, shared digital workspaces such as collaborative white boards with ‘sticky notes’ and real time editing, some of which may come from add-on apps.
Options include the platforms above, plus:
- Howspace;
- Instagram Live;
- Zoho; and add-on apps such as
- Mural (paired with Teams or Zoom, for example); and
- Miro.
Depending on your processes and expected outputs, project management functionality may also be desirable.
Paige Ockendon, a Project Manager at Metal Culture, which organises creative workshops, says: “There are lots of positives to hold onto”. Flexibility on event scheduling, for example, and reaching new and more people here and internationally. “Going forward, things will be more hybrid in many ways.”
Informal meetups
These can range from regular team building events to occasional office parties. You may want an exclusive (or open) bespoke event from a specialist provider, or to deliver activities or entertainment using multi-purpose event tools (see above) that are free (or ‘free’ to you). Features to look out for will depend on myriad related considerations, and perspectives on what works or doesn’t will be highly subjective.
Options to consider include many of the platforms listed above and events can be livened up by, for example:
- activity and entertainment providers such as Hirespace.com;
- immersive experiences such as SwampMotel.co.uk;
- freebies such as RandomTriviaGenerator.com;
- virtual gaming with Houseparty.com; and
- reality augmenting filters and lenses from Snapchat.com.
Becky Shields, Moore Kingston Smith partner says: “Lots that used to happen face-to-face has migrated online,” where some will remain. Her firm uses Microsoft Teams for many events, while Zoom wins “for its breakout rooms” and Remo because “it’s like an old networking environment”.
Careers events
A virtual event platform that mimics the flow and spontaneity of in person interactions can replicate or improve on the traditional careers fair. Features to look for: managed or self-service, ease of set-up, customisation, branding, capacity, multiple and immersive spaces that attendees can move in and out of (such as a lobby and meeting rooms), avatars, voice transcripts and translations, flexible ‘table seating’ and conversations, live chat and streaming.
Options include:
- Adobe Connect;
- Hopin;
- Meetyoo;
- Remo; and
- vFairs.
Event platforms such as these can also host virtual conferences, launch products and services, hold team summits and more. Some allow use of selected components to, for example, organise a series of fireside chats or webinars.
Tips for success
The success of any virtual event starts before it and can only be assessed after it ends, but planning ahead and considering five key aspects will help.
Accessibility
- The ‘best’ platform may be the one that people can access most easily.
- Event timing, audio capture and translation may affect audience demographics.
Content
- This needs to be compelling: of benefit, interest, practical value or necessity.
- Communicate on this before and after the event. Keep sessions shorter than in person.
Data
- Analyse data to learn about metrics, performance indicators and return on investment.
- Assess privacy, security and necessary compliance certifications.
Engagement
- Attendees appreciate a choice over who they communicate with.
- Interactive elements help to keep the audience engaged.
Tech
- Don’t underestimate the importance of connectivity, integration and scalability.
- Ability to use any browser and internet-enabled device, anywhere in the world is ideal.