How to make a great online virtual conference

30 Jun 2020

STRENGHTS OF A STREAMING EVENT

OUR ADVICES FOR MAKING IT EFFECTIVE 

The organization of an event is like a science, it requires attention, foresight and an excellent aptitude for problem solving. You need to know how to plan every phase of the event, consulting with professionals and be proactive in order to face and solve any possible unforeseen event. A virtual conference requires the same organizational skills as a live events, but with special attention to the specifics of this kind of event.

HOW TO PLAN A STREAMING EVENT?

In this particular moment, the option of using streaming technologies to realize an online congress is a necessity, but we don’t exclude that also in the future this kind of congress could survive and become a trend.

An online event is cheaper than a traditional conference, allows a considerable saving for what concerns the organization direct costs, but also for all the accessory expenses (travel costs of speakers, accomonation, etc…). In addition, it guarantees greater flexibility, both for speakers and for all participants: we allow you to connect directly from your offices, you can count on a greater availability and participation of speakers and guests.

So can we make a real streaming event using the same assets as live events?
But most importantly, is it true that nothing more than a good Internet connection and a conference platform is needed to create a streaming conference?

An online conference cannot be conceived simply as a faithful reproduction of the traditional version in physical presence.
Most of conference platforms are designed exclusively to connect small working groups virtually connected to each other. As a result, they do not allow you to create a real conference and ensure equal interaction between audience and speakers.
The impossibility to actively participate could make sessions boring for guests, while the main purpose of the event should be to entertain, providing an engaging experience for all participants.

HERE YOU HAVE SOME IDEAS FOR PLANNING

AN ENGANING AND EFFECTIVE EVENT

CHOOSE BETWEEN HYBRID OR VIRTUAL CONGRESS

The first choice is the actual planning of the event.
There are two options: in the first case, speakers will be connected from their own venues and will speak in real time from anywhere in the world.
Alternatively, a hybrid solution can be adopted, in which moderators and speakers are gathered in a venue where an audio-video-lighting set-up has been set up and the event is filmed. A technical director will handle the live broadcast.

PARTICIPANTS REGISTRATION AND ACCESS

In a traditional congress every guest, before the sessions, registers physically at the desk of the organizing secretary.
This function is the prerogative only of specific dedicated platforms, which include a registration and authentication of all guests through dedicated log-in pages.

SPEAKERS MANAGEMENT AND PARALLEL SESSIONS

Dedicated streaming event platforms allow you to connect a speaker with an audience, but can also have multiple speakers interact with moderators.
Parallel sessions and roundtables can also be created in this case, to differentiate the offering and provide the most personalized experience possible.

Q&A

At the end of sessions, speakers ask for follow-up questions. Without referring to chat and messaging, professional platforms allow the audience and the speaker to communicate. The user can ask the question and be visible and audible to all guests present.
It is also possible to include custom chats in which the speakers can be included, for certain doubts or minor issues.

STUDY MATERIALS

To ensure maximum understanding of all the topics covered during the sessions, custom landing pages can be included to supplement the experience with in-depth materials and virtual poster spaces.

DIGITAL SPONSORS

Paying attention to event sponsors and giving them the right relevance is definitely critical to the success of a virtual conference.
Sponsors are also an integral part of streaming events. Using professional platforms it is possible to insert logos and banners inside the layout of the video sessions.
Moreover, it is possible to create real virtual exhibition spaces, where users can learn more about the sponsor, download content and access additional information.

OUR ADVICES FOR A SUCCESSFUL STREAMING

VIRTUAL INTERACTIVE EVENT

THINKING THE THE CONCEPT OF STREAMING EVENTS

We recommend you to inform and evaluate all the tools available so as to recreate a complete but not dispersive event.
Evaluating the event considering the user-experience will help you to identify gaps or, on the contrary, not very attractive sections.

RELY ON PROFESSIONALS

With the Internet we are all able to participate in a video conference call, it is not so true that the final result will be professional and up to our audience. Being able to count on a technical team of excellence is the key to a successful event.

Noi di Ravaservice tramite la nostra piattaforma Virtual Interactive Congress progettiamo insieme a te ogni aspetto dell’evento, curando ogni dettaglio e personalizzandolo alle tue richieste. Durante le prove e in fase di svolgimento forniamo un supporto tecnico completo, una regia da remoto con cui pianificare l’evento e su cui contare per una riuscita semplicemente impeccabile!

Se con questo post abbiamo incuriosito la tua voglia di metterti in gioco con un evento in streaming, non ti resta che contattarci. Progetteremo insieme il tuo prossimo evento con Virtual Interactive Congress

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