Virtual conference: 6 tips and tricks you need to know

There is no doubt that online presentations have dominated the corporate, commercial, educational, governmental and other institutional landscape, especially since the onset of the coronavirus pandemic. However, planning a virtual conference involves a lot of technical and public speaking work. A well-prepared online conference can be a meaningful and satisfying experience for your audience. On the other hand, a poorly organized conference will only become a visual nuisance and a waste of time for your viewers. But things don’t have to be that way! Fortunately, there are many effective strategies to make your online conferences a success. If you’re interested in what they are, then stay tuned! As Resolve Collaboration Services, Toronto-based specialists in virtual event production and broadcast technologies, we’ll give you 6 tips for running a successful virtual conference. Let’s get started!

What is a virtual conference?

Before you learn how to organize an online conference, you need to know what it is. In simple terms, a virtual conference is an event that can last several days and takes place on virtual platforms. Registered participants attend the sessions via the Internet, in real time and without the need to be physically present.  These conferences can be held in different formats, such as round tables, educational sessions, trainings or demonstrations. The objective of these online events is to transmit information or to make a product or service known. In general, these meetings are collaborative and allow free participation of the attendees. 

How to hold a virtual conference?

Although the organizers of an online conference do not have to worry about the venue, accessibility, transportation, food, decoration and other details, the logistics of these virtual events are just as challenging. In this sense, it is necessary a thorough planning about:
  • The digital technologies to implement.
  • The devices or transmission systems.
  • The registration of participants.
  • Connectivity.
  • The reinvention of the contents to be presented in digital environments.
  • The inclusion of a more diverse and wide audience, from deaf-mute people or people who speak other languages.
  • Constant technical assistance in case of failures.
  • The strategic and conceptual design of the conference.
  • Publicity of the event.
These and other variables are crucial, even more so if you plan to lead a cross-functional team. Therefore, let’s review some ideas for virtual conferences, which will guarantee the logistical and organizational success of your events:

1. Choose the right platform 

The key to a successful virtual conference is the venue. Therefore, pay special attention when choosing an online platform. Make sure the software suits your needs, the type of content you intend to show and the number of expected attendees. Also take into account the tools that the platform offers and the functions that your audience can use, such as chats, reactions, voice messages, etc.  

2. Make your virtual conference dynamic 

Regardless of the topic of your virtual conference, plan each session in a unique and entertaining way, so that your audience does not get bored for hours. You can use hundreds of online resources to capture the attention of your audience, from competitions, questions, polls, quizzes, contests or feedback on the virtual content. You can even use the interactive features of the platforms.

3. Structure a diverse agenda

To better manage the development of your virtual conference, adapt each session according to the content and target audience. In this regard, be sure to comply with a specific schedule per day, especially if your guests are from other countries and time zones. Ideally, your conference should be segmented in blocks, for your attendees’ knowledge. Also place a visible panel on each session with its topic, duration and format (live or recorded).

4. Adequate equipment and technical assistance available 

As in face-to-face conferences, setbacks or technical problems can always occur. Therefore, make sure you have the systems, devices and tools (physical and virtual) that guarantee the security of the event. Of course, it is also ideal to have a technical team to ensure the connectivity and functionality of the platforms, the transmission of content and the IT integrity of the event.

5. Delivers synchronous and asynchronous content

A successful virtual conference perfectly balances synchronous and asynchronous content. But what does this mean? Synchronous content is where participants interact live during the conference, while asynchronous content is where participants view information or do not interact at the same time. This is crucial if you want your audience to gain an enriching and flexible experience according to their schedules.

6. Record the event for later viewing

As in most conferences, not all attendees can attend all scheduled sessions. Therefore, a good gesture to give value to your organization is to make available to your registered audience the recorded development of your virtual conference. In this way, people will have access to the content presented and will be able to echo the information presented at the conference. Even broadcasting the recordings of a conference is a great way to make yourself known or monetize your image.

Plan your virtual conference with the experts at Resolve Collaboration Services

Now that you know 6 great tips for organizing a virtual conference, what are you waiting for? These events are not only an excellent alternative to save money and logistical time, but also allow you to reach more people effectively and quickly through the Internet.  So, if you need technical advice to organize a virtual conference, we are the right ones for you! We are the most prestigious webcast and webinar service provider in Canada. Our Resolve platform has been helping institutions across the country for over 15 years to reach a wider audience in a secure and professional manner. We have covered more than 6,000 events! Thanks to our advanced cloud-based software, you won’t have to download anything and you will receive professional assistance. On top of that, our complete platform is compatible with any device for streaming audio, video and content with the highest quality. This way, your audience will be able to watch and interact anywhere, anytime. Thanks to our flexible and customizable software, you will be able to organize your own online events. Our company specializes in online broadcasting. In addition, we have the latest collaboration technologies for all industries. We provide you with tangible solutions for planning virtual events, from web conferences, seminars, public hearings, distance learning and much more, we guarantee flawless and secure executions!

More services at your disposal 

Our team also provides collaboration infrastructure services. We are experts for the control of conferencing hardware infrastructures. We have helped many companies save millions of dollars, thanks to our intelligent plans and designs in the cloud. On top of that, we have the most advanced technology for your videoconferences, webcasts or webinars. Our company offers you the most prestigious devices and accessories in the market, in our online store you will find the best equipment at amazing prices! We pride ourselves on being leaders in broadcast technologies for more than 15 years. In addition, we are recognized for our human and quality attention from our technical team. We are located at 121 Richmond Street W., Suite 402, Toronto, Ontario. For more information about our services, contact us by clicking on the image below!  Resolve Collaboration Services, your technology partner for the broadcasting and collaboration of your virtual events!