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Virtual Events 101

Learn how to get started with virtual events. This 101 webinar shows you how think about a virtual event strategy, the types of vendors available and resources to get started.

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Virtual Events 101

  1. 1. Virtual Events 101
  2. 2. Speakers HILARY LANEY CEO MARTY CHOATE VP Enterprise Solutions ALLISON MAGYAR CEO
  3. 3. What is a Virtual Event? A virtual event is an online event that involves people interacting in a virtual environment on the web, rather than meeting in a physical location. Virtual events are multi- session online events that often feature webinars and webcasts. ~ Wikipedia
  4. 4. Why You Should Do Virtual Events Virtual event attendance is increasing faster than live event attendance. Professionals rely on video consumption to gather information. Adding virtual allows you to connect with your global team at a fraction of the cost. Capturing content allows you to engage audiences after the conference is done.
  5. 5. Do You Have a Virtual Event Strategy?
  6. 6. Crisis Proof Your LONG TERM Event Strategy • Think through the next year not just the next month • Hybrid events bring value • Virtual + Live = Engagement, content for a variety of learning styles and data that can help business move forward
  7. 7. DON’T TRY TO RECREATE AN IN-PERSON EVENT
  8. 8. Reduce Your Scope & Focus • PRIORITIZE Messages • INVEST in Key Relationships • PROVIDE OPPORTUNTIES for engagement
  9. 9. KNOW YOUR AUDIENCE
  10. 10. Worksheet Audience 1 Audience 2 Audience 3 Industry Definition Technology Technology Roles C-suite, SVP/VP C-suite, SVP/VP What do we think they want from the event? What do we want them to Think? How do we want them to Feel? What do we want them to Know? What do we Ultimately want them to Do? How do we measure their perception & actions?
  11. 11. COMPONENTS OF A VIRTUAL EVENT
  12. 12. Components of a virtual event Registration Content Distribution Sponsors Attendee Engagement Analytics
  13. 13. Registration To charge or not to charge? • What Are Your Goals? • Reach • Training/certification • Engagement Components Of A Virtual Event
  14. 14. Registration Components Of A Virtual Event • What info can help you provide the most relevant content? • Think about the attendee experience.
  15. 15. Content Components Of A Virtual Event • Session Content • Keynotes, Breakouts Overview • Video of Session: Recording or live stream • PPTs and resources for a session • Workshop & Labs • Virtual Environment for training • Certifications on specific skill sets
  16. 16. Content (Video Production) Components Of A Virtual Event On Demand $ Pre-recorded content available at any time Webinar / Webcast $ Can use existing tools like zoom, go to meeting Live Stream *PRO SERVICES $$$$$ Allows for an impact moment for your most important messages Semi Live *PRO SERVICES $$$ Allows for launch of content at a specific date/time
  17. 17. Sponsors Components Of A Virtual Event • It's All About the Leads • Expert Meetings • Attendees ability to request information • Raffle Listing • Thought Leadership • Sponsored sessions • Future Webinar Listing • Brand Building • Ads • Bumper Videos
  18. 18. Attendee Platform EXPERIENCE • Easy to use • Easy to find the content they want • Surface content with recommendations • Provide for connection / engagement through virtual meetings Components Of A Virtual Event FUNCTIONALITY • Ability to consume - download and view all content • Ability to engage: Chats & Polls (moderated, session, global) • Ability to share: Social Platform integrations
  19. 19. Attendee Engagement • Small Group Discussions • 1-1 Meetings • Expert Meetings • Demo Meetings • Sales Meetings Components Of A Virtual Event
  20. 20. Analytics Components Of A Virtual Event Be Metric Driven • Conversion rate of registration to logged in • Session registration • Sessions watched • Meetings held • Expert Meetings Held • Demo’s Given • Evaluation Results • How many chats were initiated? • Average time spent on virtual site
  21. 21. TIMELINE
  22. 22. Timeline Considerations • Creating content takes time – how and when will you record? • Single Sign On Experience for Attendees • Marketing of your event • Give attendees access to view/favorite content at least one week prior Timeline that.
  23. 23. Timeline: 1-20 Weeks?!
  24. 24. BEST PRACTICES
  25. 25. Sponsorship Out of the Box Ideas • Bumper Video to start or end your video content • Sponsored Sessions with video intro • Sponsored Session Content • Webinar Marketing for Future Content • Virtual Giveaways • Facilitated Expert Meetings – Qualified Leads! • Banner Ads or Login Splash Screens • Allow attendees to request information from sponsors All about those dollars
  26. 26. Diversity, Equity and Inclusion (DEI) Language Translation Transcription Closed Captioning
  27. 27. Content is Queen • Mix up the type of content you offer • Shorter targeted sessions • Pechakucha • Demos & Case Studies • Camtasia • Crowd Sourced Content • Poster Sessions • Creative Agenda Building • Train your speakers • Q&A Facilitation • Create strong visuals • Visme
  28. 28. Experiential Hybrid • Local smaller events combined with virtual • Virtual Experts or Executives Bar • Moments of Serendipity • Surprise & Delight • Esports or Egaming best practices • Think conversation not session
  29. 29. How to Make Your Virtual Event Stand Out? • Certifications • Hands on labs • Connect attendees with experts • Offer Recommendations
  30. 30. YOUR VIRTUAL EVENT TEAM
  31. 31. Your Virtual Event Team • Digital Event Strategist • Technical Program/Project Manager • Virtual Event Producer • Video Production Services • Customer Support
  32. 32. VIRTUAL EVENT BUDGET
  33. 33. Budget Outline • Platform cost • Production • Streaming • Hosting • Support
  34. 34. Budget Outline $ Basic hosting with limited gating or other tools $$ Gated private video hosting with built-in marketing tools $$$$$$ Live Streaming Production across all video content
  35. 35. VIRTUAL EVENT VENDOR QUALIFICATION
  36. 36. Virtual Event Vendor Recommendations • Be mindful of the “frenzy” • Not everyone is a ‘virtual event’ provider • Ensure content is easy to consume on the web and on phone • Check implementation time and requirements • How does the vendor work into your long-term event strategy?
  37. 37. What a virtual event can actually look like
  38. 38. RESOURCES
  39. 39. People to Follow Dahlia El Gazzar @DahliaElGazzar Julius Solaris @tojulius Adam Parry @punchtownparry Michael Dominguez @M_Dominguez Michelle Bruno @michellebruno Dave Lutz @VelChain Corbin Ball @corbinball Jennifer Kingen Kush @Jennifer_Kush Sue Pelletier @spelletier David Adler @davidadler
  40. 40. Media & Organizations to Follow Event Media Industry
  41. 41. Resource Links Health Resources • Centers for Disease Control (CDC) FAQs and Info • CDC COVID-19 Page – Event Guidelines • World Health Organization (WHO) Preparedness and Travel Advice Industry Resources • UFI COVID-19 Industry Damage Assessment • Events Industry Council (EIC) Resource Roundup • Professional Convention Manager’s Association (PCMA) Updates and FAQs • International Association of Exhibitions and Events (IAEE) Resources • COVID-19 (Coronavirus) Travel Industry Resource Page Event Cancellations • Monitor Event Cancellation on Is It Cancelled? • STAT’s guide to health care conferences disrupted by the coronavirus crisis
  42. 42. Virtual Event Vendors
  43. 43. www.bit.ly/HubbVirtual
  44. 44. Q&A HILARY LANEY @hilarymwlaney Hilary.Laney@evia.events MARTY CHOATE @martychoate mchoate@hubb.me ALLISON MAGYAR @alliemagyar allie@hubb.me

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