The main steps towards a powerful online event

The main steps towards a powerful online event

How do you ensure, in a time when face-to-face meetings are not always possible, that you still keep your business associates and employees engaged and connected and that you successfully get your message across? By turning your meeting from offline to online hybrid to bring! There are countless possibilities to meet your target audiences in a virtual environment in which you stimulate, inspire or inform them.

goMICE knows the market and we collaborate with you to run your virtual meeting smoothly and use our knowledge and creativity to turn it into a special and impactful moment. But what do you need to look out for when organising online events? We are happy to give you a few tips & tricks!

1: Outline your goal, desires, needs and budget

This naturally applies to every type of event: think carefully about what you want to achieve, what your main objective is and any underlying goals. After all, there can be thousands of reasons for organising an event. Think, for example, of a teambuilding event to get everyone on the same page, a Christmas drinks reception as a thank you for all your hard-working colleagues, a off-site strategy session to determine the plan for the new year, a customer event to keep your relationships warm, or an awards ceremony to reward your resellers. But... what do you actually want to achieve with the event? Make your objective specific and measurable by formulating it using the SMART method and put it on paper. This will also help you to map out the ROI more effectively after the event.

2: Choose your platform

Now your objective and budget have been determined, it is time for the first and most important step: determine the platform! There are various options, each with their own functionalities. Consider for example:

• Microsoft Teams This platform is included in the Office suite and is therefore already “in-house” at many organisations. Especially for smaller online events, this platform can be a good option
• Zoom offers the best possibilities for a personal and interactive meeting. There is some discussion surrounding the privacy policy, and Zoom is currently working hard on its security.
• Webex: Cisco's collaboration solution, which optimises the effectiveness and productivity of web meetings. Team members can very easily set up video or audio calls and share content in real-time

But even more is possible!

There are also countless event tools that offer an all-in-one platform including features such as:

• registration
• analytics insights
• gamification
• interaction
• roundtable sessions
• 1-to-1 networking.

We are happy to help you select the right tool to suit your purpose, budget and requirements.

3: Ensure the correct technique and recording location

The most important part of a successful online event: the right technology! The entire event makes or breaks on this and is the basis of the complete event production, so do not skimp on this part. The following basic elements are key in this:

• A good computer with a wired internet connection (so not via Wi-Fi), taking into account both a good upload and a good download speed
• Good picture and sound: preferably have the light from the front, and also use a headset or microphones
• Gratuitychoose a recording studio to ensure that the technical aspects of an online event run smoothly. A recording studio also often provides a green screen or LED wall, making the visual experience very engaging!
• Ensure that a technical crew is present to provide a stable stream and good picture and sound. In addition, deploy a presenter to guide the meeting smoothly and choose to use a host or moderator to supervise any breakout groups and manage the chat or Q&A.

goMICE Manager Operations, Elsbeth Groenevelt, recently visited a couple of recording studios at one of our AV partners, which are perfect for organising online events. Watch the video below for a sneak preview! 😉

4: Communication and engagement: before, during and after the online event

It is extremely important that participants feel engaged with the event. But how do you involve participants in an online event and how do you keep participants engaged?

For the event

Engage the participants prior to the event using a digital tool, such as the goMICE Digital Event Manager! For example, send an invitation mailing via this tool and, in addition, create an informative website with event info, videos and articles. Allow participants to submit some questions and/or exchange ideas together in advance.

The practical information will also be communicated to participants prior to the event via this digital tool. In this way, they will learn what time and on which platform they are expected via which download/link and how the login process works.

Tip: send participants a teaser at home prior to the online event. This could be, for example, a gadget in the theme of the event or a package with a snack and drink sent to their home address, to be consumed during the event.

During the event

Ensure interaction during the online event! Participants feel more involved in the event if they are able to join the conversation. For example, ensure interaction by using:

• Chatan open channel where participants can ask questions or share feelings
• Pollask participants to respond to a statement and share the result immediately. Or schedule a Q&A session. Gratuityask all participants to share interesting questions so that you immediately gain insight into which questions are best to address. Subsequently, using a digital voting tool, insight can be gained into which questions participants would like to have discussed.
• Interactive energiser and/or online team-building activitiesmake your online event unforgettable! There are truly countless fun possibilities, which goMICE is happy to help brainstorm. For example, choose an interactive opening act by a well-known artist or create an online escape room or mini-hackathon. See also our blog 4 online end-of-year events.
• Breakout sessions to connect with one another. The participants will actively work on an issue or topic in smaller groups.
• 1-to-1 moments to network with each other and strengthen ties. This can be automated or done on your own initiative.

After the event

Keep participants engaged even after the event! For example, make sure the livestream is recorded so the content can still be used after the event. You could also create an aftermovie and send it to the participants, or develop webinars or teasers using the recorded footage. In addition, send participants interesting follow-up emails and an evaluation. This way, the event lives on even after it has ended.

Of course there are many more possibilities and the above basis of an online event can be expanded as desired so that it perfectly matches your objective, target audience and budget. Would you like to know more about organising online events (or hybrid events) or are you curious about the creative interpretation and possibilities that goMICE offers? Get in touch today Contact Meet us!

Curious about more valuable tips and inspiration for organising powerful hybrid events? Then be sure to read our free whitepaper, in which we share the most important steps with you and offer tips on technology, platforms, interaction, and budgeting! Click here to download our whitepaper.