Blog FPO
By: Kate Pojeta | Sep, 25 2020

Supporting Attendees for a Successful Virtual Event

To help our attendees have positive virtual experiences, let's set them up for success!

  • Choose a platform that is easy for them to use while still providing the best features to meet the event's needs.
  • Offer free virtual events using that platform so attendees can become familiar with it prior to putting money into pay-for, content-driven events. If this isn't an option, provide pre-event tours of the platform so attendees get a better understanding of what your virtual event is expected to look like.
  • Remind attendees that just as when we attend an in-person event, it's important to set that time aside to be present for the virtual experience. Multi-tasking feels easier to "get away with" when doing virtual webinars, yet you'll find the experience significantly changes if you fully engage in the sessions online as you would in-person.
  • Having a dial-in option with the video platform, or other web-based, non-video interaction option should be considered. If it's appropriate and useful, maybe a Twitter or Facebook conversation happening simultaneously to the video event can help bring attendees together (keep in mind, not all attendees will use any/all platforms).
  • Make the event accessible. If attendees have needs, gather that information during registration and properly prepare accommodations as needed.
  • Provide resources for engaging in virtual events to attendees, such as recommendations for how to setup their environment, maybe even provide some virtual backdrops for those that would like to use that feature.
  • Record the educational content parts and share it out to attendees afterwards along with any resources such as slides, key takeaways from chat box conversations and more.


Support Meeting Attendees with the Tools to Show Their Video

  • All virtual meetings are not created equal; set appropriate expectations and communicate those to attendees. A formal meeting with a client or partner may require more professional expectations than a 10-minute weekly "standup" meeting or brainstorming session with co-workers. Sometimes having that specified ("business attire" or "casual attire") can help with comfort level and helping attendees be appropriately prepared. 
  • All environments are not created equal; be understanding of the inequities that exist and may drive a person to NOT share their video. This could be that their home environment is not one they're comfortable sharing for any number of reasons. Their computer or internet may be significantly taxed by video and they can more fully participate if they keep video feeds off. Someone may not have camera capabilities at all.
  • Encourage attendees to find a meeting spot or two in their house or work area. Take these things into consideration:
    • Lighting. When the video is on, can we see you or what appears to be only a dark silhouette of you? Typically, bright lighting behind your head will cause it to overpower your face. Try to situate yourself facing a light source, or position a light shining towards your face.
    • Background. What is behind you that you might not want others seeing? What distractions or movement will people see behind you? What interruptions might appear in your background?
    • Noise. What conflicting noise might be heard? Microphones pick up a lot of extra little noises - from keyboard typing to sound machines to the computer fan itself. How can you best reduce the surrounding noise around you? Attendees that are unable to control some of that background noise should keep their microphones on mute unless they are speaking.
    • Comfort. Are you sitting somewhere that you will be comfortable for the length of the meeting? Do you have everything you need nearby, including writing utensils, chargers, paper, beverage?
  • Wear screen and microphone suitable clothing. Clothing in bright colors or bold striping/patterns can be harsh on people's eyes. Also, clothing or accessories that are noisy when you move will cause interference with your microphone. Avoid them if possible. And if you're using a green screen (either real or computer-generated), don't wear green 😊 

Coaches…Can You Define Trust?

Coaches often say that trust is the key to their coaching success, but the term itself defies a universal definition. This post suggest three areas where we can leverage trust to strengthen our coaching practice.

Read More >

Great Leaders Coach or Risk Cheating Team Development

There is often a difference between how we are leading and how we would prefer to be leading – not to mention the impact on our teams and our organizations. There can also be a difference between how people are being led and how they would like to contribute and develop their long-term career potential. When we choose to eliminate the risk of cheating our team’s development by using a coaching approach as leaders, the effort creates a magnitude of impact for our organizations, our teams, and our own leadership that becomes irresistible.

Read More >

The 3 Things Your Next Pricing Survey Must Have

At Pricing for Associations, they have conducted numerous surveys for market research and market testing around value and pricing. They'’ve found that most surveys require three core components. If you're looking to DIY a survey on value and pricing in the next few months, this article is for you.

Read More >

Is it Time to Rethink Your Event Sales Strategy, Process and Expectations?

One year later, as we continue to watch the COVID-19 vaccination roll-out in the United States, there is hope that we may start to see in-person meetings and events return in the near future. There are still however many unknowns related to events, and particularly for associations who rely heavily on this non-dues revenue source, there continues to be concern and angst with regards to revenue goals. Perhaps it’s time to consider plan B, C, and D…

Read More >

Six Types of User-Generated Video Content to Use to Maximize Engagement and Value for Your Next Event

"In our increasingly connected digital world, it’s more difficult than ever for event planners to cut through the noise, hold the attention of attendees, and deliver valuable engagement for event sponsors. It’s no surprise that 71.5% of event marketers say that virtual engagement tools will play a big role in their event strategies for 2021.  

To drive real engagement for your event, you need to invite your audience, speakers, staff, and sponsors to join in the conversation with you. Why? Because people want to interact with real people, not with brands. With user-generated video content, you can humanize your next event - whether it’s virtual, hybrid, or in-person - and create a valuable and unique experience that attendees won’t soon forget."

Read More >

Tips for Sponsor Relations and Retention

Associations continuously look to sponsorships to achieve non-dues-revenue goals. Putting your focus on sponsor retention will have long-term impact on your revenue goals and repeat support from sponsors. Here are 10 simple things you can do to improve your sponsor relations.

Read More >