How to hold an online conference

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How to Host a Virtual Conference

  • Plan Your Virtual Conference Before Reaching Out. Your first task is to outline your online conference. …
  • Getting the Right Tools. Now that you have your outline and, hopefully, some guest speakers lined up, you need to take those ideas on paper and put them into action.
  • Attract More Attendees. One of the hardest parts of your online conference will be effectively spreading the word. …
10 tips for hosting virtual events
  1. Set clear goals from the start. …
  2. Choose the right platform to host your virtual event. …
  3. Choose the right time for your event. …
  4. Promote your virtual event. …
  5. Develop a clear agenda that includes speakers and timeframes. …
  6. Include moderators at your event. …
  7. Engage your audience. …
  8. Prepare to troubleshoot.

Full
Answer

How do I host a successful online conference?

In this post, I offer tips for hosting a successful online conference based off of my own experience as well as experience working with a long list of clients that host virtual conferences. So, let’s get started. 1. Add strong context to your content 2. Make it easy for others to market 3. Mix in meaningful social 4. Use at least some live video 5.

How to make a virtual conference more interactive?

Even large virtual conferences, however, can be made more interactive simply by using the audience polling features which are available in many online event platforms. Explain to the audience how to submit questions via the platform, and encourage them to do so, be it during a designated Q&A period at the end of the session, or during the program.

Should virtual conference speakers use videoconferencing for their webinars?

Even when delivered by the best speakers, it can be difficult to hold a virtual audience’s attention with a slide-based presentation, alone. Most webinar platforms support videoconferencing, and virtual conference speakers should absolutely make use of that capability.

What are the benefits of holding an online conference?

Online conferences are an excellent way for newer companies to increase their brand recognition while also generating revenue by selling products during the online conference or charging a registration fee.

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How do you hold a conference on Zoom?

How to create a conferenceSign in to Zoom Events.In the top-right corner, click Create.Click Conference.Read the pop-up message, then click Got It. … Enter the required information for each section of the process to create a conference.


How do I start a virtual conference?

How to run a successful virtual meetingCome prepared: familiarize yourself with the meeting agenda beforehand.Introduce participants to one another at the start of the meeting, if they’ve not already met.Make sure you’re in a quiet location with minimal background noise, where possible.More items…•


How do I make an interactive conference online?

9 steps to a more engaging online meetingCheck your tech. … Engage your audience before the online meeting begins. … Establish roles. … Plan free-time for interactive dialogue. … Prepare an icebreaker. … Create an interactive presentation. … Use gamification to make virtual meetings fun. … Send a follow-up email.More items…


How do you host a conference?

How to Organise a Conference: Step-By-Step GuideStep 1: Decide on a theme. … Step 2: Assemble your A-team. … Step 3: Prepare a budget & business plan. … Step 4: Find sponsors & grants [optional] … Step 5: Settle on a date. … Step 6: Book the venue. … Step 7: Arrange catering & other vendors [optional] … Step 8: Line up your speakers.More items…


What is the best platform for virtual meetings?

The Best Free Video Conferencing PlatformsZoom.Google Hangouts.Dialpad Meetings.TrueConf Online.Skype.FreeConference.Lifesize Go.Slack Video Calls.More items…


What is the best app for virtual meetings?

The Best Video Meeting Apps for TeamsZoom. Zoom is one of the most popular video conferencing solutions for businesses. … Skype for Business. Microsoft’s popular Skype service is augmented as an enterprise-ready video conferencing tool. … Slack. … BigBlueButton. … BlueJeans. … Whereby. … GoToMeeting. … Cisco WebEx.More items…


How do I host an online event?

10 tips for hosting virtual eventsSet clear goals from the start. … Choose the right platform to host your virtual event. … Choose the right time for your event. … Promote your virtual event. … Develop a clear agenda that includes speakers and timeframes. … Include moderators at your event. … Engage your audience. … Prepare to troubleshoot.More items…•


How do you host a fun virtual event?

37 Virtual Event Ideas for Your Next Online EventPersonal Trivia Turned Into a Virtual Game. … Real-Time Illustrations During Sessions. … Live Games or Competitions. … Virtual Concert. … Health and Wellbeing Activities. … Build Unique Immersive Environments. … Attract Star Talent. … Cooking or Cocktail Class.More items…•


How do you engage people in virtual meetings?

How To Increase Engagement in Virtual MeetingsPlan Your Agenda In Advance. … Warm Up With Small Talk. … Involve All The Participants. … Invite Key People Only. … Let The Meeting Flow: Don’t Follow A Tick-Box Approach. … Utilize Breakout Rooms. … Final Thoughts.


What is the difference between conference and meeting?

While a meeting is less formal, it is important for a conference to be more formal. This is because a conference is on a larger scale and pre-planned to allow the maximum number of people to attend. The reason for this is usually that a conference is based around a specific subject.


Are virtual conferences successful?

Many companies successfully pivoted to (and will continue to rely on) virtual events. Ever since the COVID-19 outbreak ground in-person events to a halt, many organizations and businesses have thrived with virtual events.


What does it cost to host a virtual conference?

For a smaller, single-day virtual meeting with presentations and breakout discussions, the price can range from $4,000 to $20,000. For a two-day event that includes a general session, multiple tracks, and breakout rooms, the price is typically between $20,000 to $75,000.


How do I create a virtual video?

1:519:43How To Make A VIDEO Virtual Tour – YouTubeYouTubeStart of suggested clipEnd of suggested clipExperience this is essentially the virtual to a software overview firstly I’m going to enter someMoreExperience this is essentially the virtual to a software overview firstly I’m going to enter some details of my tool you can add a description tags. And you can upload a custom thumbnail.


What is the key to every event?

Key to every event — especially for a large-scale meeting — is a motivated and organized team. Our team assembled quickly following a discussion on Twitter and comprised seven academics working in diverse areas of photonics and located on different continents. Before this event, none of us had worked together: we assembled around a common shared vision.


Who asked questions in WebEx?

Questions from the audience were typed into the Webex chat, asked by the session chairs, and answered by the speakers. As will be discussed, this aspect proved to be a challenge, though we can now propose some basic solutions based on our experience.


How long did it take to organize a POM?

POM was organised in less than 3 months, and most of the advertisement was done through Twitter, which is the most common platform for academic interaction. Because of the new conference format and the lack of a sponsoring professional society, engaging the scientific community was critical to the event’s success.


What is considered in evaluating a successful event?

In evaluating the event’s success, we considered its global reach, particularly into communities that might not normally attend conventional conferences, as well as absolute participant numbers. We also surveyed the participants before and after the event to learn as much as possible about their experience.


How many views did the poster session have on Twitter?

Compared to conventional conferences, the posters on Twitter had a much wider reach, with some reaching 4000 views. While this was not a typical ‘wine and cheese’ poster viewing, the posters were viewable for days, and can still be found by looking up the hashtag. This virtual poster session also allowed researchers to create threads, directly linking relevant papers to their posters, further improving research dissemination. Finally, being situated entirely on social media, the poster session organically turned into publicity for the oral presentations the following week as participants liked and re-shared posters they were interested in to their peers.


Why do we have a Twitter poster session?

Given the limited number of speaking slots and the high number and quality of the abstract submissions, we wanted to increase the opportunities for researchers to disseminate their findings. This demand motivated the idea of a Twitter poster session.


Can chat rooms be used for small groups?

In the future, chat rooms could be used to stimulate small-group discussions, and even virtual-reality technologies could be explored, though this would require additional equipment and expertise. As with most online events, audio and video quality was the primary issue raised by participants.


How to make a virtual conference interactive?

Even large virtual conferences, however, can be made more interactive simply by using the audience polling features which are available in many online event platforms. Explain to the audience how to submit questions via the platform, and encourage them to do so, be it during a designated Q&A period at the end of the session, or during the program. Make sure speakers keep an eye on questions as they are submitted, so they can address some of them on the fly during their prepared remarks.


Why are virtual conferences being moved?

While some events have been canceled or postponed, others are being moved to an online, virtual setup in order to safeguard the health of attendees and presenters. Virtual conference events aren’t new (indeed, some very large ones are held each year). However, they are unfamiliar to many meeting planners, and it’s important to understand …


How to hold a virtual audience?

1. Use video if at all possible. Even when delivered by the best speakers, it can be difficult to hold a virtual audience’s attention with a slide-based presentation, alone. Most webinar platforms support videoconferencing, and virtual conference speakers should absolutely make use of that capability. When your audience can see the speaker …


What to give to remote attendees at a conference?

To help enhance the perceived value of the event for remote attendees, give them something tangible to take away from each speaker’s program , such as a coupon for a digital copy of the speaker’s book, or even just a written summary of key points and tips to remember to actualize the speaker’s advice. These might not be a perfect substitute for the experience of attending a conference live, but they at least provide some additional value to remote attendees, helping to favorably influence their impressions about the virtual conference.


Is virtual meeting as successful as live conference?

Online virtual events may be foreign to many meeting planners, but – if properly executed – they can be just as successful and engaging as live, in-person conferences. The key (which applies no matter what the conference medium) is to relentlessly focus on the quality of your audience’s experience.


Can you bring your audience to your feet?

With the right content, and the right delivery, you can bring your virtual conference audience to its feet — albeit in the comfort of their own home or office.


Is Forbes opinion their own?

Opinions expressed by Forbes Contributors are their own.

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