Converting Live Events into Successful Virtual Programs

The COVID-19 pandemic has presented its own unique set of challenges. Not only are our day-to-day lives changing as we adapt to a new normal, but so is the way we do business. Social distancing and the spread of COVID-19 means that firms are looking for new ways to get their message in front of clients, as live events are getting canceled and questions are forever being raised about work-related travel.

Below are some tips and tricks that I originally drafted for the blog on The Knowledge Group’s website, which I wanted to share these best practices with as many people as possible. If you have any additional best practices that work for you, feel free to share in the comments. Or, you can contact me or The Knowledge Group if you need any further support in this area during this time.

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1.     Don’t wing it – It sounds obvious, but you can’t just pause a live event.  Think of it like flying an airplane: once you take off, you can’t just pull over.  Have a checklist of what you need before the event goes live and review it monthly, or as you implement new technology.

2.     Set expectations – This goes for speakers and attendees.  For our live events, we usually have a number of calls with speakers to discuss logistics, deadlines, talking points and more.  Where time allows, we host rehearsals where speakers have a “dry run” with their prepared remarks and with getting connected, so there are no hiccups when we go live.  For speakers, make sure they get the details of the event ahead of time, including some clear, simple instructions and remind them when the webcast is.

3.     Keep it Simple – When you have fewer moving parts, there’s fewer things that can go wrong. Steer clear of 4k videos, over-the-top animations, and live screen sharing. When you want to use a video, pre-record it and stick to slides. They’re an industry standard for a reason.

4.     Have a plan B, C and D – Always have a backup! This could be having a second internet connection, having alternate connection information handy for attendees that are struggling to get connected, or even a backup for your recording.  We have multiple backups for every event so if something goes wrong, the show goes on!

5.     Your Equipment Must Be Fit for Purpose – Your event’s success can hinge on the technology you use.  We’ve found that the following works best:

  i.     Use a laptop over a desktop. Laptops have batteries that last a couple of hours should you lose power (just remember to keep them charged).

ii.     Have an internet backup.  Again, have a hotspot or other way of connecting and getting the event back up, should you have internet problems.

iii.     Consider adding a screen.  Depending on your set up, monitor real estate could become an issue.  When planning your set-up, consider adding a monitor. You should be able to see all the software you have without needing to juggle what’s on the desktop.

 iv.     Make it easy. This goes for the speakers and attendees. Find technology that is easy to connect to an event, and ensure that you have an alternate way to connect that’s just as easy to use, in the event of problems.

6.     Participate in Someone Else’s Event – Let someone else do the heavy lifting.  Your business needs to be as agile as possible at the moment. Rather than waiting to get the sign-off for new equipment, or training for staff, you can team with a provider (like TKG) to host your event.  This makes things relatively hands-off for you and gives you the confidence everything will go right.