How to prepare your attendees & team for a virtual event

Category: Other

Since 2020, the phenomenon of virtual activities has caused quite a stir. Due to the pandemic and numerous advantages, the adoption rate is high, and this trend will continue. In order to increase the success rate of Hybrid and virtual events, you need to prepare attendees and team members in advance. Plan your way to deal with prior communication. The pre-event communication strategy builds expectations between team members and attendees, and at the same time builds trust between organizers. Mentoring your team members helps convey the right information at the right time, so that planning and execution can be carried out easily. The communication before the event helps them understand, get inspired and get excited about participating in the event. There are some tips to prepare your attendees for a hybrid and virtual events- Map your assistant First, get to know your audience. You can perform participant mapping exercises. This will help you discover areas that need more emphasis, understand the expectations of participants and their conclusions. Familiarize participants with the virtual platform environment Plan to engage your participants more confidently by sharing educational materials before the event. Share recorded navigation videos and provide virtual tours of virtual environments. Share a formal descriptive guide with pictures, show the registration process step by step, and ask participants to explore interactive features. If you plan to have a Q&A session, please mark the option and demonstrate how the attendees ask questions. Allow early login before the event. Share login details soon after the registration process, and then be reminded weekly. As the event date is approaching, reminders can be sent one week before the event, two days and the last hour, one hour before the event, and a link to join the event. Interesting network activity or game. Choose a platform that provides an unparalleled indoor network experience to increase audience engagement and reduce churn. Always be available You may have made all the necessary arrangements, but the attendees may still have some questions or challenges. To solve these problems, please provide technical and other help. Provide detailed contact information for technical support services that can be easily obtained with one click. Share ergonomic tips Prepare a designated space for participants, provide them with some ergonomic tips and share setting requirements, such as • Chair positions. • Background. • Neutral posture guidelines. • Webcam position. • Lighting. • Sound system. Make a specific plan for a Hybrid event If you are planning a hybrid event, prepare a venue for the physical event after maintaining social distancing. When attendees feel safe and see the added benefits of face-to-face participation, the influx will increase. Please provide detailed information about these arrangements. You can take help from any hybrid event agency.