10 rules for navigating the new world of virtual conferences



Whilst the world emerges from the pandemic, new platforms are popping up in every single place to assist us navigate our more and more virtual world. And a few of their eye-popping valuations—Hopin reportedly is price $5.7 billion—counsel that buyers imagine know-how may have an outsized affect on group gatherings for the foreseeable future.



We lead firms that sit at the intersection of expertise and know-how, and we’re right here to inform you: occasions are nonetheless—and at all times shall be—about making good sh*t. In different phrases, content material nonetheless rules, and irrespective of how elaborately your model attire up your convention levels or how seamlessly your chosen virtual occasion platform runs on occasion day, in case you’re not delivering good content material—if it’s ho-hum or performed out—you’ll lose your viewers and your credibility together with it.

Creating nice content material for your conferences is less complicated mentioned than performed, and requires companions with years of observe in creating unforgettable stay content material plus a pandemic-era refresh. It’s why our firms (Liberty & Co., an company and consultancy in the experiences area, and Dreamtek, a frontrunner in video manufacturing and streaming) have solid an unique partnership. Collectively we got here up with these 10 rules for making occasions—from in-person to totally virtual—extra participating for our purchasers and thought we’d share them with you. Assume of it as a information to creating good sh*t.

  1. All the time begin with the why. It’s an apparent however typically neglected tenet of company occasions, and in the Time of Coronavirus, the “why” is much more important than in Regular Occasions. Persons are juggling work and residential tasks, greater than ever earlier than, there’s extra streamed content material out there than ever earlier than. Every thing is simply overwhelming nowadays and has been for greater than a 12 months. Be sure to and your management crew create a mission assertion for your occasion. Have an genuine level of view to information your whole crew of designers, entrepreneurs, content material programmers. If the occasion doesn’t begin (and finish) with “why,” your viewers will tune out and switch to one thing extra pressing.
  2. It’s all about the UX. When you’ve gotten your why, take into consideration the consumer expertise that can finest serve your prospects, whether or not at dwelling or in actual life (IRL). Information flash: It’s not all about you. It’s about them. Does it finest profit the viewers to maintain issues small and intimate, or would going massive higher go well with their wants? What does the IRL viewers need? What does the virtual viewers need? How do they wish to be linked to one another? How can your crew create that worth for everybody, by way of your model’s lens?
  3. Embrace the hybrid. Even in a very post-COVID-19 world, the overwhelming majority of company occasions may have a virtual element along with any IRL gatherings. Now that it’s doable to construct one occasion that may be skilled globally, there’s actually no going again. The double rainbow view is that going the hybrid route allows you to ramp up one channel when one other one turns into cumbersome, whether or not it’s as a result of of a rain delay or (gulp) a keynote speaker who doesn’t present up.
  4. Choose your platform properly. The platforms are however the instruments, however your alternative of software will make all the distinction—think about what the Sistine Chapel would have regarded like if Michelangelo solely had a Bic pen. Or, extra aptly, think about attempting to host an intimate incentive dinner for high gross sales performers at the New York’s Javits Heart or a serious commerce present at boutique eatery Pastis. Your alternative of platform determines your potential to ship the proper expertise to your viewers. Make the platform you select your individual by having your crew customise the feel and look, integrating components that replicate your model. It’s your software, make it cool. (Don’t overlook to induce your crew to barter quantity reductions, check charges, or get the vendor to throw in further instruments. The competitors is fierce on the market so these platforms will wheel and deal.)
  5. Timing is every part. We’re all world now. Be time zone delicate. And be delicate typically about what you’re asking of your prospects, your audio system, and your employees with regards to timing. “When” issues. Comedian-Con acquired quite a bit of warmth this spring for their choice to leap again into the IRL world with their San Diego flagship occasion this November—over Thanksgiving weekend. “What actor or producer goes to surrender their first post-vaccine Thanksgiving vacation with household to journey to San Diego to publicize a challenge?” one studio rep just lately fumed to The Hollywood Reporter.
  6. Assemble an all-star crew. Hiring a crew with a various set of talent units and experiences is important to creating magic. Each function issues, from the crew behind the scenes to the expertise in entrance of the digital camera. And also you’ll want a rock star challenge supervisor to ensure stay components and moments sync together with your virtual and pre-recorded ones.
  7. Prep. And prep once more. Rehearsals and run-throughs are extremely essential regardless of whether or not you’re going IRL, virtual or hybrid. These occasions are advanced. The entire Zoom name with the lawyer–cat was completely rip-roaringly hilarious to us, the unintentional viewers, however most likely not a lot for whomever the legal professional was representing, or the choose, or the lawyer himself. And a more moderen instance: The White Home local weather summit looks like it may have performed with a number of extra tech checks.
  8. Engagement counts. Now that we are able to measure every part, you undoubtedly have a transparent sense of your key efficiency indicators even earlier than you inexperienced mild an occasion. In case your purpose is facilitating gross sales, provide you with a goal income quantity or quantity of leads that feels proper. If you need your model to encourage a selected response in folks—laughter, pleasure—take into consideration how you’d measure that. Possibly it’s by way of counting likes or smile emojis throughout a session, or monitoring constructive feedback in the chat. No matter it’s, map it out.
  9. Don’t overdo the tech. So again to the place we began: It’s the the content material that can encourage your viewers. All of the flash and the whiz-bang could also be enjoyable for a minute or two however that’s not essentially going to create genuine connections. We agree that the tech must be seamless and built-in. However make certain your planning crew doesn’t fall into the entice of overdoing the tech. They need to ensure that at each flip, the tech is serving the mission. Don’t let it get too overcomplicated or take heart stage, as a result of it will probably flop.
  10. The top is simply the starting. Nice content material lives on, not simply in hearts and minds of particular person attendees, however in the neighborhood it fosters. Nice occasions—whether or not in particular person or virtual—are about bringing folks collectively. The great things doesn’t come from a “one-and-done” method. All the time depart them wanting extra, after which inform them when and the way they’re going to get it. Possibly it’s by way of a publication, a Slack neighborhood, or the subsequent occasion. What’s going to your audiences and prospects reply to? And the way will you push your crew to proceed to ship the good sh*t?

Erica Boeke is the founder of Liberty & Firm, a artistic company and consultancy dedicated to experiential storytelling, launched in 2018.


Victoria Neeson is CEO of Dreamtek, a video and technical manufacturing and providers firm in London, launched in 2001.