How to Host Your First Virtual Event

Did you host an online event during COVID?
How well prepared were you for it?

Whether you have already hosted an online virtual event or this is your first time, we have prepared a quick list of the things you need to think about when planning to deliver an event.

1 – Engagement: What is your story?

Getting online and in front of the camera is the easy bit, but what is your story? What experiences, knowledge and insights do you share? Your audience needs to be engaged and feel value in the takeaways.

2 – Engagement: What are your takeaways?

There is nothing worse than listening to a keynote speaker or industry expert who cannot create engagement and connectivity with the audience. Particularly with virtual events, it is easy for people to tune out and worse leave the event. The best experiences are where the speaker can introduce themselves and share some insights and experiences that create opportunities for key takeaways for the audience. The audience has paid to learn something irrespective if it is a formal keynote with professional development style takeaways or a more informal event where the format is Q&A.

3 – Technology and Setup

Have you got a good camera?
Whether it is inbuilt into your laptop, computer or device.

Have you got a good microphone?
Poor sound quality never goes down well and can automatically result in a failed event.

Have you set your device to the correct height – eye level?
No one likes looking up someone’s nose. There are many very affordable devices that can help situate your laptop, computer or device at the correct level

Have you got a good camera?
What is your internet like?

What is the room like?
Make sure you have a quiet room where you will not be disturbed and ideally without an echo. If you need to blur your background or create a neutral feel, then

What is your internet like?
Make sure your connectivity is strong. There is nothing worse than a broken connection with an intermittent signal.

4 – Find out the Agenda

It is crucial you know the agenda before setting off presenting to your audience. Make sure you have a clear understanding and knowledge of what the client wants you to deliver. You need to make sure you navigate the topics and key messages the client has paid you to deliver on and not go off-piste and talk about subject matter that is off-topic.

5 – Presentation tools

If you deliver a Q&A type session you are unlikely to require a presentation with supporting slides.

If you deliver keynote sessions that are about specific subject then consider if you need to use a presentation to be shared on the screen. Using certain presentation tools can create a more interactive session.

Consider if you need to use a presentation to be shared on the screen

6 – Interactive sessions

The most successful online events are those where the speaker is able to create an interactive atmosphere where the audience is naturally comfortable to engage, connect and ultimately interact with the session. As a speaker use examples, experiences, insights and knowledge from your career that has put you in the position you are today. Asking rhetorical questions gets the audience thinking. Take questions from the audience to give more details. Use surveys and polls to find out what your viewers want to hear more about.

7 – Test

Find a sample audience and perform a dress rehearsal of an event. Not only is it good practice but it allows you to practice your delivery and test your technology and setup.

8 – After the Event

After the event you may consider sharing your presentation, providing an update to the client to share with the audience. Providing a testimonial to the client and booking platform is always a great opportunity to show genuine appreciation for the event. This helps get you more work and puts your name in the frame as it offers the opportunity for the client and attendees to provide comments and testimonials on your experience.