Tips to Produce a Smooth and Successful Live Virtual Event
The 3 P’s of Successful Virtual Events
By Dan Toland
I’ve produced hundreds of live Virtual Farm Trips® and other virtual events nationwide for over a decade. From the early days training teachers how to use Google Hangouts and Zoom (crazy, right?!), to advanced production methods used today, I’ve always followed a consistent formula for virtual event success.
This is the third and final post in the “3 P’s of Virtual Events” series – Production.
So you’ve meticulously planned your virtual event, and have secured many eager registrants through smart virtual event promotion strategies and tactics. Now the rubber hits the road.
Here’s how to set yourself up for a successful and smooth virtual event production.
Prepare Virtual Event Visuals
- Finalize and align all visuals you plan to use during your virtual event, such as welcome screens, housekeeping slides, photos, infographics and videos.
- Consider using a slide deck to help plan your visual flow, even if you don’t plan to show or share one during your virtual event.
- Tip: Always have a Plan B. Prepare backup visuals in case of technical issues during a live event.
Download our FREE Guide, “The Keys to Hosting Successful Live Virtual Experiences”
Visit VirtualFarmTrips.com or Contact Dan to learn more about our services
Our partners share how they host live virtual events in the podcast episode below
Outline Your Virtual Event
- Create a flexible outline to keep your moderator, presenters and technical team aligned.
- It’s OK to script your opening and closing, but avoid over-scripting the majority of your event. Allow for natural engagement.
- Allow time for Q&A and transitions.
- Tip: A great live virtual event usually consists of 50 percent “show and tell” and 50 percent Q&A with your audience.
- Review and incorporate questions submitted by registrants ahead of time, and share them with your presenters.
Practice, Practice, Practice Your Live Virtual Events
- ALWAYS host a full-scale rehearsal within a week of any live virtual event.
- Ensure everyone participates from the same location and the same device they’ll use during the live event.
- Rehearsals help identify issues, build confidence and ensure a smooth production on event day.
Virtual Event Production Day
- Have your team connect at least 20 minutes before the start of your virtual event to ensure all is functioning well.
- Be prepared to pivot. Equip your team with Plan B devices and visuals, and inform them of contingency plans should issues arise.
At this point, if you’ve followed my tips in this series, you’ve done all you can to set yourself up for a successful virtual event. Put your personality to work, engage your audience, deliver your content authentically and enjoy the moment (it goes fast)!
Post-Virtual Event Work
Your work isn’t over just because the virtual event is over.
- Send follow-up emails to your virtual event registrants with evaluation links, recordings and additional resources.
- Download registrant data to grow your audience and promote future virtual events.
- Share your virtual event recording via social channels, newsletters, websites, etc.
- Analyze all metrics and feedback to improve your future virtual events.
Final Thoughts on Successful Virtual Event Planning, Promotion and Production
This 3-part series provides a bird’s-eye view of how to plan, promote and produce successful virtual events. However, there is much detail and depth to be covered at each stage. Virtual event production is intricate, but you don’t have to handle it alone. A virtual event production expert can alleviate the technical and logistical burdens of your event so you can focus on delivering a memorable experience.
Back to Part 1: Tips for Planning Successful Virtual Events
Back to Part 2: Tips for Successful Virtual Event Promotion
Dan Toland has worked for and with farm organizations since 2007 to enhance advocacy and education efforts through digital platforms. As Shift•ology’s Director of Virtual Experiences, he has grown the company’s Virtual Farm Trips® program from a single trip for a few classrooms to a platform that has provided customized LIVE virtual experiences to over 1.5 million students, consumers, influencers and other key stakeholder audiences throughout the country. Learn more about the program at VirtualFarmTrips.com or contact Dan.