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.

1. Virtual
Events 101

2. Speakers
HILARY LANEY
CEO
MARTY CHOATE
VP Enterprise Solutions
ALLISON MAGYAR
CEO

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. 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. Do You Have a Virtual Event Strategy?

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

8. DON’T TRY TO RECREATE AN IN-PERSON EVENT

9. Reduce
Your Scope
& Focus
• PRIORITIZE Messages
• INVEST in Key Relationships
• PROVIDE OPPORTUNTIES for
engagement

10. KNOW
YOUR
AUDIENCE

11. 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?

12. COMPONENTS OF A
VIRTUAL EVENT

13. Components of a virtual event
Registration
Content
Distribution
Sponsors
Attendee
Engagement
Analytics

14. Registration
To charge or not to charge?
• What Are Your Goals?
• Reach
• Training/certification
• Engagement
Components Of A Virtual Event

15. Registration
Components Of A Virtual Event
• What info can help you
provide the most
relevant content?
• Think about the
attendee experience.

16. 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

17. 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

18. 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

19. 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

20. Attendee Engagement
• Small Group Discussions
• 1-1 Meetings
• Expert Meetings
• Demo Meetings
• Sales Meetings
Components Of A Virtual Event

21. 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

22. TIMELINE

23. 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.

24. Timeline: 1-20 Weeks?!

25. BEST
PRACTICES

26. 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

27. Diversity, Equity and Inclusion (DEI)
Language
Translation
Transcription Closed
Captioning

28. 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

29. 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

30. How to Make Your
Virtual Event
Stand Out?
• Certifications
• Hands on labs
• Connect attendees with experts
• Offer Recommendations

31. YOUR
VIRTUAL
EVENT
TEAM

32. Your Virtual Event Team
• Digital Event Strategist
• Technical Program/Project
Manager
• Virtual Event Producer
• Video Production Services
• Customer Support

33. VIRTUAL
EVENT
BUDGET

34. Budget Outline
• Platform cost
• Production
• Streaming
• Hosting
• Support

35. 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

36. VIRTUAL EVENT
VENDOR
QUALIFICATION

37. 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?

38. What a virtual event can actually look like

39. RESOURCES

40. 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

41. Media & Organizations to Follow
Event Media
Industry

42. 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

43. Virtual Event Vendors

44. www.bit.ly/HubbVirtual

45. Q&A
HILARY LANEY
@hilarymwlaney
Hilary.Laney@evia.events
MARTY CHOATE
@martychoate
mchoate@hubb.me
ALLISON MAGYAR
@alliemagyar
allie@hubb.me