Virtual meetings and hybrid events bring your audience together on one platform to discuss, network, and learn about new products, enhancements, or tools in a given field. The event tech chosen is any kind of technology deployed to facilitate the running of an event to enhance its chances of success.
Why is Event Tech Important?
Event tech contributes to the overall success of an event by facilitating attendee engagement and planning process, enhancing data security, and enabling the event planner to measure the event’s success by providing data-based ROI analytics.
Follow along as we introduce six tips to ensure your event tech experience and your virtual meeting is a success!
1. Understand Your Event's Goals and Needs
Many event organizers fail even before the event starts because they never take the time to define the goals of the event and the needs of the attendees. To understand the goals and needs of your event, you have to answer the following questions;
- Why are you hosting the event?
- What will your audience take home after the event?
- What do your attendees hope to achieve by attending the event?
The correct needs and goals should be in line with the organization’s vision and mission statement. As an event planner, looking at the bigger picture will help you stick to the primary objectives without getting derailed by small tasks and deadlines.
2. Utilize a Security-Focused Event Tech Partner
Cybersecurity is an integral part of ensuring the success of your event tech. With cybercrime on the rise, event planners should hire secure companies with extensive experience running virtual events, such as MeetingPlay, to handle their tech aspect. At MeetingPlay, we will provide you with a secure all-in-one platform that is SOC 2 certified to ensure top security for your clients’ and attendees’ data.
3. Plan Ahead
As an event organizer, you need to visualize every little step from the start to the end of the event to ensure smooth running. First, you need to prepare your content to ensure it is relevant to the attendees. Second, you should choose the format to use for your virtual event, depending on your content and the target audience. Also, every member of your crew needs to understand their role in running the event to ensure its success.
4. Run Tests and Walkthroughs
One of the biggest mistakes many event planners make is waiting until the event goes live without performing efficiency checks. As an organizer, you can risk this with physical events (though it's not recommended, especially while utilizing hybrid event technology), but in the world of virtual events, testing is paramount. You want the attendees to have the best experience with your event.
For this reason, you should ensure to carry out at least one complete rehearsal before the actual virtual event day to ensure all systems are running effectively. Check the sound and steaming systems, as well as all other technical equipment. You don’t want a situation whereby your audience experience unnecessary challenges, such as lip-syncing. Have a plan in place if problems do arise, and ensure your event tech provider will be there to help, if you need it.
And that brings us to #5:
5. Have Backups
Whether in-person or virtual events, planners need to develop a plan B to implement if something doesn’t go as planned to avoid jeopardizing the attendees’ experience. For instance, all the systems for your onsite event are electronic and are vulnerable to malfunctions. You, therefore, require power backups such as generators in case of power outages.
You may also need extra cables to replace the broken ones and additional team members to step in for others during breaks or a medical emergency. Backups ensure that there is no gap between the flow of events as the technicians solve the issues.
Your event tech partner will have done their due diligence, as well, ensuring load capacity on the virtual platform does not hinder your virtual or hybrid meeting's chance success.
6. Have Customer Success and Support on Hand
Your clients and attendees are a critical success factor for your event. Make sure they reap the most from your event by conducting a survey to understand their experience on the event’s day and what they feel should be improved to enhance the results. You should have a team on standby to handle attendees’ feedback, which is vital for improving future events.
Virtual events have become increasingly popular among companies globally, hence the need for event planners to provide robust tech solutions. At MeetingPlay, we can help you with a sophisticated platform to take your virtual event experience a notch higher. Please contact us today to see how we can help you plan your next event.