Murphy has his law and it’s been proven time and time again: Anything that can go wrong will go wrong. And this is especially true when it comes to the events industry.
You and I both know that when you get into the midst of things you get blindsided by, well, everything and anything. And things get even more complicated with virtual events when, more often than not, there’s a communication gap. Just to top it all off, the cherry on top, nowadays everything is online, giving fate even more chances to mess things up
Let’s not let fate do whatever it wants! Here are some of the most common errors that can happen during virtual events and how you can be ready for them.
The most obvious and yet the most overlooked one. First of all, think of using an ethernet cable rather than using straight up WIFI; this way you eliminate a good part of your possible connectivity problems. Taking into account computer glitches, having back-up files on what you are presenting is crucial; the same goes with your event platform: backing up your files with the support team on hand is the best way to go.
Not all online events platforms are created equal. Even though it’s not explicitly a tech problem, it still is one at its roots. Depending on what platform you choose, you could experience platform crashes, extended periods of latency or hidden costs that drive your budget through the roof. Take your time when it comes to selecting a specific platform for your event and do your research, ask around and only then make your decision.
You never know what ill-intent lurks behind the next corner. And with the rise of virtual events, learning how to protect attendees and stakeholders from data breaches is crucial. Cyber Security is everyone’s responsibility, from the activity of attendees to the management of the event. Using a VPN is key, as it makes it more difficult for your data to be traced and hacked. Integrations are also a sensitive point: so always be aware of who you’re granting access to and make sure to regularly monitor your integrations.
Not being limited when it comes to events is great, but at a certain point too much is too much. Putting together an amazing programme with lots of great speakers may feel the way to go, but you need to take into account the attendees; many may get tired if they have to sit through marathon sessions upon sessions upon sessions. ZOOM fatigue is as real as it gets so try to avoid it as much as possible.
Running a rehearsal is the best way to highlight all the ways things could go wrong and still stopping them in time; and this goes for both live-streamed content and pre-recorded one. Gathering the presenters and asking them to test their microphones, camera and even lighting is important, as well as testing their Presentation Slides or supporting video. Going through the event as if it were actually live also helps learning the timing and flow of the whole event.
Virtual events aren’t going anywhere anytime soon so learning the best practices is best done sooner than later. Do you have any suggestions to keep in mind to avoid mistakes? What would you recommend?