How to host online conference


How to Host An Online Conference In 5 Easy Steps.

  • 1. Choose An Exciting Conference Topic. To host an online conference, you first need to select your topic and find your speakers. Like your “offline” …
  • 2. Find The Right Online Conference Platform.
  • 3. Choose An Email Marketing Platform.
  • 4. Promote Your Online Conference.
  • 5. Collect Valuable Feedback.
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.


Can You host a virtual conference?

In the age of the internet, you can host an online conference to give your attendees a great experience from the comfort of their own homes. While some might be skeptical about the success of hosting a virtual conference, the recent COVID-19 situation has shown us that with the right tools and an internet connection, you can make it work.

What are the best ways to host a web conference?

These can include multimedia, such as slides, video and interactive features, such as immediate response to online polls, screen sharing and live question-and-answer sessions. Knowing how to host a Web conference can help a company operate more efficiently and save money.

How to choose the right online conference software?

When you select your online conference software, you should also find an email marketing service provider (ESP). The reason why you need an email marketing platform is because of your conference’s lead-generating abilities.

What is a web conference?

A Web conference is a virtual meeting at which people in different places exchange information in real time over the Internet or a company intranet. This may take form of a boardroom meeting transported online. It also may be an interactive seminar or presentation distributed online and called a Webinar, or Web seminar.


How do you host a virtual conference on Zoom?

Technical team checklistSet up meeting and/or webinar settings. Work with the presentation team to clearly define and enable settings for each session — for example, if Q&A is enabled or if attendees can chat.Enable practice session. … Invite panelists. … Schedule a dry run. … Set up livestreaming. … Plan who will record the event.

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 good online event?

15 Tips and Tricks for Hosting a Successful Online EventKnow your target audience. … Define event goals. … Create an event brand. … Choose an appealing topic. … Put together a team. … Land a great speaker. … Choose date and time wisely. … Choose a virtual event platform.More items…

How do I set up a virtual seminar?

How ​to​ ​Create a​ ​Webinar from Scratch in 10 Simple StepsChoose Your Team. … Decide On the Webinar Format. … Plan Visuals for Your Webinar and Get Your Presenters Camera-Ready. … Select a Webinar Solution. … Set Up the Right Equipment and Space. … Publicize and Promote Your Webinar. … Pick the Right Date and Time.More items…

What are some fun ways to start a virtual meeting?

Ways to make virtual meetings more funVirtual icebreakers. … Online team building games. … Remote team building challenges. … Virtual team building activities. … Zoom backgrounds. … Virtual Minute to Win It Games. … Remote Trivia. … Loose-structured social time.More items…•

How do you make a zoom event interesting?

8 Ways To Add Some Fun to Your Next Zoom MeetingUse Breakout Rooms. … Create a Theme. … Implement a Dress Code. … Mix Up Your Zoom Backgrounds. … Play online games together. … Do Your Own Version of MTV Cribs. … Zoom Karaoke. … Invest a Little Bit of Money Into a Special One.

Which platform is best for online meeting?

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

How do you welcome participants in a virtual meeting?

9 Ways to Welcome Attendees to Your Online EventLay down the welcome mat before the event. … Reach out personally to attendees (especially those you already know) ahead of time. … Pose a question. … Establish safety. … Start with logistics, not purpose. … Share the purpose and intention of the event. … Do a group activity.More items…•

What is the best platform for virtual event?

Quick Comparison – Best Virtual Event Platforms in 2022.Best Virtual Event PlatformsP2P RatingVimeo4/5 View WebsiteTwitch4/5 View WebsiteFacebook Live4.5/5 View WebsiteSpotMe4/5 View Website6 more rows

How do you host a successful conference?

Friday Finds: 8 Foolproof Conference Planning Tips & a Checklist for SuccessMake sure the venue aligns with the event. … Give every attendee a leg up on networking. … Build a detailed content plan with unique takeaways. … Create your conference marketing tree. … Spare yourself the most common conference planning headaches.More items…

How do you engage remote meeting participants?

During the remote meetingIntroduce everyone. The video camera doesn’t show every speaker throughout the meeting. … Have small talk before to start. … Remind of the meeting goal. … Give people things to do. … Be courteous to others. … Ask participants to contribute. … Be engaging.

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.

How to deliver real value and impact when hosting a virtual conference?

If you want to deliver real value and impact when you host a virtual conference – and, as a result, prime your attendees to return for your next offerings – you need to put effort into “curating” the experience in way that helps bring out the value of the content in much the same way that a well-curated exhibit in a museum greatly enhances the value of the objects on display.

Who is the best promoter for a virtual conference?

Your best promoters for a virtual conference are the people who have a stake in it. This may include presenters, sponsors, exhibitors, and attendees, just to name a few of the more obvious possibilities.

What is content call?

In general, the content call was a way to make sure the presenters had begun actively thinking about their material and that there was enough time for us to help fill any gaps or act on any good ideas that came up.

What are the criticisms of virtual events?

Mix in meaningful social. One of the typical criticisms of virtual events is that you don’t manage to get the same networking and interaction that you do with face-to-face events.

What is the best way to differentiate your event as a professional effort?

Providing for clear, competent learner support is one of the main ways you can differentiate your event as a professional effort. And, if you want to position it as a premium offering, you definitely need to provide good support.

Can attendees be valuable collaborators?

I mentioned above that attendees can be valuable collaborators for marketing the event. Through the use of social tools like chat and discussion, they also can and should be valuable contributors to the learning experience. But you can take things even a step or two further by featuring attendees in the session content. We did this in a number of ways.

Can you host a virtual conference?

If you or your organization already offer a face-to-face conference, hosting a virtual conference can be be a natural way to reach even more people.

What is the first task for an online conference?

Your first task is to outline your online conference. Now, if you’re even considering hosting a virtual conference, you probably already have your general theme in mind related to your niche.

Why is hosting a virtual conference important?

It’s that last benefit that’s the most important. Hosting a virtual conference can produce a more attentive, focused, and engaged audience.

What Is a Virtual Summit?

A virtual summit or conference is an online event where participants with similar interests attend remotely, usually from the comfort of their own homes.

What are the benefits of hosting a virtual conference?

In fact, hosting a virtual conference has all kinds of benefits, including: Improving your authority in your niche. Meeting new interesting people.

What is the best plugin for online contests?

RafflePress is the world’s best plugin for creating online contests that go viral. With RafflePress, you can easily create a contest and give away free admission to your online conference.

Why do conference costs skyrocket?

If you’re hosting a conference, you can expect those costs to skyrocket. Why? Because you need to find accommodations for all your speakers. And then you need to find a suitable venue to host your guests.

Is social media good for conference?

It’s no secret that social media is one of the best ways to drive traffic to your site. No matter which social media platform you use for your business, it can be one of your strongest assets in finding attendees for your conference.

How to create a webcast?

Use this guide as your playbook. This is what we will cover: 1 You have multiple presenters that will be broadcasting live from different locations. 2 Your team has no video expertise at all, but you do have a technical team that is capable of building a functioning web application. 3 The experience you want to provide to your audience is something custom that you control. Your brand is important for you and you want to control the look, feel and user experience of the conference. 4 To broaden the reach of your conference you simultaneously want to broadcast out the video feed to social channels like Youtube Live, Facebook Live, and Periscope. 5 If possible, you would like to have a branded overlay with your logo on the video. 6 In addition to streaming live, you want to record the broadcast so that people who did not attend live can view the recordings on-demand as soon as each session is over.

How long does HLS streaming take?

Note that HLS streaming will come with some latency. Expect for 15-20 seconds, there is a reduced_latency flag that you can use which will bring that number down closer to 8 or 10 seconds (with some tradeoffs). Check the docs here for more information.

How to live stream on Zoom?

1. Make sure in Zoom settings you have allowed meetings to be live streamed. 2. Create a Mux live stream – this is one API call and for every live stream, you create you will get back a unique stream key also make sure you save a playback_id for this live stream – you will need this to play the live stream. 3.

What database to use for chat?

Use a realtime database like Firebase and build your own chat experience.

What is the experience you want to provide to your audience?

The experience you want to provide to your audience is something custom that you control. Your brand is important for you and you want to control the look, feel and user experience of the conference.

Can you playback a live stream on your website?

There are two options for playing the live stream on your website, you can either use a playback_id associated directly with the live stream, OR you can use the playback_id associated with the active_asset that is associated with the live stream. The former will not allow seeking backward in the stream, the latter will allow your attendees (if they want) to seek all the way back to the beginning. This is a subtle detail but it might be something you want to consider.

Can you use Zoom for live chat?

A really simple way to do this live conversation is to use Zoom. Most people are familiar with Zoom. It is one of the most stable, reliable and high-quality pieces of meeting software around and it runs natively on your desktop. What’s cool about Zoom is that if you enable live streaming for meetings then you can set up an RTMP output for your Zoom call to any arbitrary RTMP endpoint (this is where Mux comes in).

How long does it take to announce a virtual conference?

However, with rapidly emerging demand for virtual conferences and the ability to pull them off quickly, as long as you have your virtual conference website, speakers, and a way for people to register (even if it’s just joining your virtual conference website), you can announce a virtual conference in as little as a week or even a few days.

What is virtual conference?

With a virtual conference, you’re asking people to pay attention on a device with a ton of distractions built in by design.

Why do people attend virtual conferences?

Why? Because with a virtual event you have even more ways to connect people to each other creatively and with more impact. Plus, there’s natural momentum for attendees to stay connected after a virtual conference in ways that aren’t the same as a physical one (especially today).

How many people do you need to start a Mighty Network?

What’s different about a Mighty Network? You only need 10 people to get started.

How long is the welcome session at Tara’s wedding?

Launch with a 20-minute Welcome Session. Tara serves as the master of ceremonies and starts the day with a 20-minute welcome session. In this welcome session, she talks about why this topic matters, offers an outline for the day, talks through a few housekeeping items, and then opens a live chat with a question. She uses slides to visually guide people through what they are going to see that day.

How to promote an event?

Communicate early and often to promote the event. They’ve found that the more they promote and talk about the event, the more people show up. Then 24 hours before the event, they send a reminder, and again remind people on the morning of.

Can you attract more people to a virtual conference?

You can attract more diverse, motivated, and interesting people to a virtual conference**.** Without physical logistics getting in the way, you can curate and attract more interesting and diverse people to speak at and attend your virtual conference.

How do you create a virtual conference strategy?

You will come across many free webinar platforms online. Although they are free, they do not provide all the requisite features needed to host a large-scale virtual conference. Here is a checklist that you must run through before choosing your pick:

What is a virtual conference?

People often confuse a virtual conference with a virtual meeting or a meeting. Generally, virtual conferences are hosted online and include live sessions, panel discussions, demos, and more. The purpose of virtual conferences is lead and demand generation, adoption and retention, brand awareness, and relationship building. While having said is easier than done, pulling off a stellar virtual conference needs planning, presentation and proactivity. The below steps break down the process of hosting a virtual conference online.

How to improve virtual event?

Share your screen and navigate your attendees through your site of software. Finally, make sure to consider how hardware and equipment can improve your virtual event. For this, you might consider investing in an HD webcam as that can mark a stark difference in the results.

How to keep your audience engaged during a live stream?

Relevant content is not enough to keep your audience’s attention at all times. Start taking live polls and surveys during your live stream. This will keep a tab on how engaged are your participants with the event. This will also keep them more involved. Aside from this, enable your own chat messaging options that allow both private and public texts. End your event with a planned Q&A session. Virtual hand raising and audience spotlight tools that show the person asking a question on a video live stream replicate the live Q&A experience even further.

How many industry experts should be on a panel?

Be specific and zero in on a particular niche that you wish to shed light on. It is always recommended to secure a panel of 2-4 industry experts as opposed to one for selecting a speaker line-up. This will give room for more insights, more discussion and your attendees will feel as though they receiving more value because of the varied perspectives.

Do you send a transcript of a webinar?

Most of the webinar tools send out a transcript to the attendees, once the event is over. Do not forget to send out a quick survey, which can be in a ratings-based or a Q&A format to get the right feedback from your audience. Know what did they like and know what could have been done better. To encourage attendees to take the survey, promise to upload responses on social media, or enter anyone who answers the survey into a prize drawing.

Getting Started: Things To Consider

When you’re planning any event, you need to do some planning on paper first. Some questions you need to answer:

Planning and Preparation For Online Conferences

Is this a conference that includes a panel of speakers? Is it a networking event? If you’re starting something new, what are you going to call it?

Execution of Your Plan

Once you know the nitty-gritty of what to do and your goals, you have to put your plan into motion. I suggest giving yourself 1-3 months of planning time before the conference date. Your to-do list includes:

Benefits of Online Conferences

While virtual meetings and online conferences became popular because of the pandemic, they may be here to stay due to some key benefits they provide. For instance,

Some Road Blocks With Online Conferences

If you are putting on something for the first time, it can be hard to gain traction and get people interested in actually joining. Be sure to start planning early and plan out your marketing strategy.

Final Thoughts

To host and plan online conferences can be daunting. It’s a bit outside the norm, but it seems like this trend is here to stay (or at least some hybrid version of it). Be comfortable stepping out of your comfort zone to make the experience different and fulfilling for your audience.

Why should I host a web conference?

You may be asking yourself, “Why should I host a Web conference?” There are plenty of reasons for hosting Web conferences, starting with improved real-time communication, increased efficiency and reduced costs.

What is web conferencing?

Web conferencing programs bring Web page and Internet communication tools together to create an interactive meeting environment, where participants can share documents online and take an active role in a real-time decision-making process. The tools brought together in a Web conferencing program include:

What is VoIP in a conference?

VoIP, or Voice over Internet protocol, is a developing Web conferencing technology. VoIP converts analog audio signals into digital data that can be transmitted over the Internet. Web conferences relied initially on phone lines to connect participants and host so they could interact in real time. Now, however, some companies are using VoIP so that audio communication is simply between computers and without phones.

What is the best way to launch a new product?

Whether you need to launch a new product, run a meeting with participants in multiple locations, or provide training to off-site employees, hosting a Web conference may be the best solution.

How much does it cost to host a GoToMeeting?, from Citrix Systems, allows you to organize and host unlimited online meetings with up to 15 participants for $50 per month or $460 per year. The cost includes meeting start-up from e-mail and instant messaging programs, screen sharing, screen drawing tools, chat, attendance reporting, application sharing and desktop meeting recording and playback, and advanced secure-communication architecture.

Do you need a camera for web conferencing?

Web conferencing can require a Web camera.

Is web conferencing still popular?

Web conferencing is still young. Only 30 percent of companies surveyed by Wainhouse Research have any type of teleworking initiatives, with Web conferencing the most common. But companies are realizing its potential.


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