How to hold virtual conferences


How to Host a Virtual Conference – 10 Tips for Success.

  • 1. Add strong context to your content. It’s relatively easy to round up a bunch of different presenters, schedule them for Webinars over a couple of …
  • 2. Make it easy for others to market.
  • 3. Mix in meaningful social.
  • 4. Use at least some live video.
  • 5. Plan for strong customer support.

Best Practices for Virtual Conferences for Associations
  1. Empower stakeholders to spread the word about your online conference.
  2. Maintain a clear theme throughout the virtual conference.
  3. Aim for variety in your online conference content.
  4. Plan ahead for technical difficulties with your virtual conference.


Is it possible to host a successful virtual conference in 2020?

It also left many companies wondering how to host a virtual conference, as they needed to quickly make the transition from in-person events to online ones. Many companies, especially those unsure of how to host a successful virtual conference in 2020, opted to completely cancel these events instead.

How much does it cost to host a virtual meeting?

Both let you set up and host a virtual meeting, invite a certain number of participants, and share your screen so others can see it. 1. This virtual meeting software is available in three versions – free, pro for $18 a month, and business for $25 a month.

Are online virtual events as effective as in-person conferences?

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.

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 can I make virtual conferences better?

To cut distractions, put a greater emphasis on attendee engagement. Leverage virtual event technology tools like Q&A, chat, and more during sessions. Set up networking events that break up the day and provide a way for attendees to interact that doesn’t involve staring at the screen without moving or speaking.

How do you make a virtual conference interactive?

Virtual conference engagement ideasOffer a free ebook or several free ebooks. … Offer slide decks and replays to attendees. … Offer online coupons – especially from sponsors and exhibitors. … Use polls before, during, and after the event. … Offer an immersive agenda. … Create a social media hype ahead and during your conference.More items…•

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 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 host a successful virtual 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 I host a zoom meeting for the first time?

How to schedule your first meetingSign in to your Zoom web portal.Click Meetings.Click Schedule a Meeting.Choose the date and time for your meeting.(Optional) Select any other settings you would like to use.Click Save.

What’s the difference between Zoom meeting and webinar?

Meetings are designed to be a collaborative event with all participants being able to screen share, turn on their video and audio, and see who else is in attendance. Webinars are designed so that the host and any designated panelists can share their video, audio and screen. The host can also unmute attendees.

How can I make my conference more fun?

10 Ways To Make Your Conferences InterestingIce Breaker Sessions. Most attendees feel awkward when they are in a room full of strangers. … Make it Interactive. … Emcee To The Rescue. … Storytelling To Grab Attention. … Breakout Sessions. … Video Montages. … World Cafe Discussions. … Props Over PowerPoint.More items…•

How do you engage attendees at a conference?

4 Ways to Engage Your Conference AttendeesUtilize social media. Social media is one of the easiest (and most effective) ways to engage your conference attendees. … Incorporate games/contests. … Coordinate off-site events. … Create a comfortable environment.

How do you make Zoom events engaging more?

4 Tactics To Keep Your Audience EngagedUse Zoom Meetings For Camera Access. One thing that will help make your event instantly feel more like a real, in-person event is by hosting it on Zoom. … Use A Studio. … Collaborate With Other Creators. … Keep Your Audience Guessing.

What is virtual conference?

Put simply, a virtual conference is exactly what it says on the tin; a conference held in a virtual space. It allows remote participants to access live, interactive networking opportunities and content through their computers, no matter where they are located. A virtual conference is hosted entirely through the internet.

What are the advantages of virtual conferences?

Fortunately, one of the great advantages to a virtual conference is that networking can often be easier and more scalable than during a physical conference. Some platforms, like Remo, even offer an option to connect directly to an attendee’s LinkedIn page for easier relationship building.

What is the difference between in person and online conferences?

Online conferences and events allow you to skip the extra expenses and only pay your registration fee. Convenient.

Is virtual conferencing good?

Virtual conferencing is great, and it offers a lot of benefits to many people. The ease of scheduling and attending cannot be denied, the impact it has on the expenditure of running such events is significant and the tools for hosting them are developing all the time.

Do you need to travel to a virtual conference?

There is no need for travel, hotels or catering, you simply log on through the virtual conference portal, hit enter and are good to go. This means a virtual conference causes minimum disruption to a working day or week; with no extensive travel time required or overnight stays, attendees need only be away from their work for …

Can you attend a conference online?

With an online conference, you can attend the event from the comfort of your own office, or even from home; anywhere as long as you have a stable internet connection and a working device connected to it. They are always accessible. Often, when you attend a virtual conference, they will be recorded by the host.

Is it convenient to attend a conference?

Convenient. Conferences can be a lot of fun and very useful to attendees, but they are not always convenient. Travelling to face-to-face events by car or plane, missing out on family time and trying to get work done from your hotel room or an internet café can throw you off kilter.

What happens after a virtual conference?

After the virtual conference ends, many webinar tools will automatically send out an event recording and transcript to attendees and registrants. Consider if you’d like that recording to be accessible forever, or only for a set period of time.

Why are online conferences important?

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.

Why are agendas important for conferences?

Agendas are helpful in learning how to host a virtual content since they provide an outline of how you’ll transition from one subject or speaker to another.

Is webinar jam good?

WebinarJam is a good choice for virtual conferences that include live offers and those that rely heavily on attendee engagement and participation. Note, however, that it only offers live webinars, not automated ones. WebinarJam offers three paid plans ranging in price from $499/year to $999/year.

Can you host a virtual conference in 2020?

It also left many companies wondering how to host a virtual conference, as they needed to quickly make the transition from in-person events to online ones. Many companies, especially those unsure of how to host a successful virtual conference in 2020, opted to completely cancel these events instead. But now that remote work and online-only events …

Can you host an in person event without setting up the stage?

You wouldn’t host an in-person event without setting up the stage to reflect your brand — so make sure you pay an equal amount of attention to setting up your virtual background.

Can you host a webinar in 2020?

While there are some free webinar platforms available, they don’t have the features required to host a large-scale virtual conference in 2020. It’s best to go with a paid virtual event platform that has all the features you need.

What is the key to a successful virtual meeting?

Whether you’re meeting with prospective clients, conducting a company-wide virtual town hall or simply seeking alignment among remote teams, the key to a successful virtual meeting is remembering it’s exactly that — a meeting . It calls for purposeful planning and preparation, guidelines around respect and politeness, and a clear agenda to ensure everything runs smoothly. If you take these five tips into consideration, there’s every chance you’ll have a fruitful meeting that can readily be repeated.

What should be the prep work for a virtual meeting?

Part of the prep work for your meeting should involve setting an intention for that time, specifically what information will be communicated. A presentation that worked well in front of a live audience may not receive the same results when delivered via video conference. For this reason, it’s best to focus your virtual meeting on one or two central issues — any more than that, and it’s possible participants could zone out or grow restless.

How to schedule an in person meeting?

1. Send out meeting materials ahead of time. When you schedule an in-person meeting, you may approach things a bit more casually, since you’re able to connect with your co-workers in the hallway or the breakroom and catch them up on anything they missed.

How to make a one time meeting on Lifesize?

Create a one-time or permanent meeting. With the Lifesize app open, click on the Meetings tab and choose either a one-time or permanent meeting. A one-time meeting is a single-use, private sync space hidden from your Lifesize directory, making it a great choice for conference calls or meetings where security is a priority.

Is it cost effective to have a virtual meeting?

Coordinating a virtual meeting isn’t only cost effective and easy, it can also boost your team’s productivity whether you’re working from home, the office or from a remote location at the far ends of the earth. To ensure you’re getting the most out of these meetings, we look at virtual meetings in the age of COVID-19 and provide helpful tips …

Can you host a virtual meeting without a hitch?

Now that you have a virtual meeting definition, you may be curious how to hold one and the meeting software you will need. Fortunately, Lifesize makes it easy to host a virtual meeting without a hitch. The following is a step-by-step guide to help you carry out a virtual meeting that is both organized and effective.

Should non-presenters mute themselves?

To reduce interruptions, it’s recommended all non-presenters mute themselves for the duration of the meeting. You can include this point in the meeting materials you share, and then mention it at the start of your call in case anyone forgot to implement it on their devices.

How many people can you have in a Zoom meeting?

The free version is quite robust, supporting Windows, Mac, iOS, and Android. You can hold unlimited meetings with as many as 50 participants, but only up to 40 minutes at a stretch. One-to-one meetings have no time limitations.

How long does it take to create a meeting on the fly?

If you decide to stick with the free version after 14 days, you’ll have to create your meetings on the fly as the option to schedule a meeting is available only in the pro edition. You invite other people to join by emailing them the link to your meeting site. You can then allow each valid participant to join.

How to get started with Zoom?

To get started, log in at the Zoom home page and click on one of three options: Schedule a Meeting, Join a Meeting, or Host a Meeting. You’ll then be prompted to download and install the Zoom Launcher file when it’s time for your meeting. You’ll find a host of options for your meeting.

Is virtual meeting worth it?

You’ll find an array of virtual meeting programs out there, but with features that cost money. And if you need to only meet occasionally, the price tag may not be worth it. Instead, you can use free virtual meeting programs, or virtual meeting programs that offer a free option. They lack certain bells and whistles compared with their paid …

Can you use video conferencing on a conference call?

You can opt to use video conferencing or just screen sharing, choose computer audio or a conference call, require a meeting password, and decide if you want to record the meeting. You can invite others to join your meeting via regular email, Gmail, or Yahoo Mail.

How can a virtual conference be 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.

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 …

Can speakers do A/V checks?

Most speakers can do A/V checks at live events in their sleep, as it’s an exercise with which they are exceedingly familiar. That’s not the case with virtual events. Even if a speaker has done virtual sessions in the past, there’s no guarantee their next virtual event will use the same technology platform as their last. Great speakers leave nothing to chance when preparing for an event, and that approach is especially important with virtual sessions. Check everything in advance – audio/video quality, screen sharing, host-to-speaker private messaging, audience Q&A – and do it all with the same equipment and internet connection that the speaker will be using on event day.

Can a speech be a virtual event?

A speech that works well in a live venue may not translate perfectly to a virtual one. Speakers may not at first realize it, but gestures and other visual cues that they (sometimes unknowingly) use during a live speech won’t work in the virtual event.

How to make a virtual meeting interactive?

A: Make a virtual meeting interactive by carefully planning every aspect of your meeting. This includes understanding hosting techniques that make people comfortable and identifying engagement strategies that encourage participation.

What is virtual meeting?

A virtual meeting is an event that brings people together via the internet or a digital network, usually to achieve a shared objective. A well organized virtual meeting allows people to collaborate and share information in real-time without the need of being in the same physical location.

How to improve remote employee engagement?

A: Improve remote employee engagement in your virtual meeting by taking roll, using icebreaker questions, sharing your meeting itinerary and objectives, and carefully moderating your meeting to make sure everyone participates.

How long should a virtual meeting last?

A: Virtual meetings should last for no more than an hour. Break your meeting into 15-minute segments and take breaks to keep attendees energized. Be prepared to use your judgement. If you sense engagement has plummeted, it might be more productive in the long run to end your meeting early.

What are the advantages of virtual meetings?

A: The advantages of virtual meetings include connecting us when we can’t be together and helping us transcend spatial barriers to maintain work relationships, business continuity, and productive collaborations. Use this planning checklist to enjoy all the advantages of virtual meetings.

Is it the same as influencing when you are meeting face to face?

Talking to Inc., expert trainer Lee E. Miller summed up the problem perfectly: “The biggest mistake people make is assuming that influencing when you are meeting face to face is the same as influencing when you are interacting virtually. It’s not.

Will virtual meetings work in 2021?

A: Virtual meetings work in 2021 because our need to meet remotely is greater than ever, our meeting technology is better than ever, and our knowledge of what makes virtual meetings successful is growing every day.

How to ensure security of virtual meetings?

To ensure the security of these meetings, an organization should adhere to the following practices. 1. Don’t Assume Users Know What They’re Doing. Many users are new to the experience of virtual meetings and may not know how to participate in a secure fashion.

What are the risks of virtual meetings?

Virtual meetings can be prone to unauthorized eavesdropping, corporate espionage, real-time harassment, and even sabotage and data theft.

Do you have to have a ground rule for a virtual meeting?

The ground rules should be stated at the start of the virtual meetings . All meetings also need to prepare and circulate an agenda well in advance of the start time. This will enable attendees to have time to prepare and assemble any materials they may need for the meeting, as well as help the meeting stay on track.

Can you share screen during a group meeting?

Speaking of screen sharing, it can be embarrassing when participants accidentally share what is on their screens during a group meeting. Limit who can share what to minimize unexpected surprises – including the inadvertent sharing of sensitive information that may be on their screens.

Does Wickr Pro have a user verification?

In fact, Wickr Pro has a user verification. You can verify the identity of any user in your contacts list by clicking their avatar which brings up the user’s information, and then clicking the “Security Verification” from their profile screen. You share a unique security verification code with all other Wickr users. 5.


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