Key Considerations to Creating a Dynamic Virtual Event

In a virtual setting, what is the best approach to standing out, capturing the interest and attention of your audience, and creating a memorable experience to advance your organization’s goals?

We have continued to refine, enhance, and perfect how we execute online gatherings, always with an eye to helping them stand out from the crowd in a way that will capture and engage the attention of our attendees.

Below are a few of our key considerations for you to keep top of mind when creating your next virtual meeting.

Platform

When selecting a platform, be mindful of:

• Goals. What do you want out of the event? Choose a platform best suited to meet those goals. Not every event needs extra bells and whistles, but considering what type of attendee engagement/interaction is needed will be a key factor when deciding on the platform.
• Usability. Consider your audience and make sure to match the platform with their comfort level (e.g., Zoom Events, Eventbrite, or even Teams or Google Meet).
• Audience Interaction. For those times when you want more interaction with your audience, be sure to explore how the platform works with outside apps or programs that you would like to use (e.g., Slido for taking polls or Kahoot for on-screen quizzes).

Planning and Programming

• Event length. Keep the event agenda to a manageable length of time. The average duration of an event is best kept to 2-4 hours.
• Shorter sessions. Based on our experience, most engagement happens the first 25 minutes, so we recommend sessions that are 60 minutes or less.
• Breaks. Include shorter breaks for quick tasks and some that are longer to allow for lunch, checking email and phone messages, etc.
• Format. Mix it up—use presentations, videos, fireside chats, discussions and Q&A sessions. These all allow for varying amounts of attendee interaction.
• Engagement tactics.
• If using them, keep virtual breakout rooms to a manageable number of participants to allow for ease of interaction.
• Make sessions as interactive and engaging as possible. Incorporate polls, Q&A sessions, and applications that gather attendee thoughts/responses like a digital whiteboard, Google Sheets, or word clouds.

Once you have the essential elements outlined, the next step is to build a strategy and approach to create that memorable experience. We have found that creating time and space for networking or adding an element of fun helps build connections and can make the experience more enjoyable for everyone.

Some successful (winning) approaches:

• Add a virtual coffee hour, a networking lunch or a cocktail hour. Using a designated time of the day feels natural and helps bring some normalcy into the experience.
• Explore new tools or apps that support engagement with features that enable attendees to meet/talk, interact in breakout sessions, and other types of engagement strategies.
• Include stretch breaks throughout the event or plan mild movement-focused activities led by a fitness professional.
• Bring in talent—a comedian, magician, or guest speaker.
• Create an interactive trivia, quiz, or knowledge-sharing experience.

We know that no two events are the same. However, in our experience, a thoughtful approach to creating a meaningful event—online or in-person—can drive conversations that will build your influence as a thought leader, helping you forge new relationships and support progress toward your marketing and sales goals.

If you’re looking for a strategic partner to help plan and execute your next event, Contact Us.