Your Guide to Virtual Events

Virtual events are here to stay. Many companies believe virtual events will continue in the future.

One of the major advantages of online virtual events is that they enable delivery to multiple locations meaning organisations can get the maximum benefit in terms of coverage whilst doing so in the most cost-effective way.

Virtual events are far less costly to organize and are very convenient for participants, regardless of their location.

Virtual events allow users to interact with companies or colleagues in the comfort of their home, office, or nearby coffee shop via chat or video conference. Virtual events do not need to be complicated, but they must be well-planned and produced to make your event successful.

COVID forced us to adapt and in the process we adopted the new digital virtual world, experienced it and have since realised the major benefits of communicating virtually.

Virtual events are more cost-effective, save time, have global reach, provide flexibility, are much simpler to organise and in general make it easier to connect. Other benefits like include having content post event to re-use for posting to social media channels for example (like video footage from the event).

In this article we will cover the following:

Types of Virtual Events
Reasons for Hosting Virtual Events
Tips for Planning and Presenting

Types of Virtual Events

Webinar –

A webinar is an event held virtually which is attended exclusively by an online audience.

Benefits of webinars include –

Saves costs through no longer having to travel to and from the hotel, overnight stay, room booking, etc.
Simple and automated registration
Easy to exchange information before, during, and after the event
Anonymous participation is possible

Limitations of webinars –

Technical problems can lead to the event being cancelled or prevent participants from joining in.
The participants’ mood and motivation is difficult for the speaker to determine.
Participants could easily be distracted i.e. due to their surroundings, or because they know they aren’t being watched
Interaction between speaker and participant is often reduced to a minimum

Keynote

A virtual keynote is where a speaker presents virtually to an audience who have enrolled and logged in or attend a keynote presentation.

They are similar to a webinar but have a number of benefits in that a moderator can generally act as the MC introducing the speaker, taking questions and moderating the flow and direction of the event. Virtual keynotes are great for small groups (groups of friends, teams, small businesses), large groups (clubs, schools, associations and medium sized businesses with multi locations) and corporate events (business development, marketing, board meetings, client events and corporate entertainment) and other entertainment (awards ceremonies , industry bodies and associations).

Expert Panel

An expert panel is usually made up of several experts who share insights, facts, offer opinions, and responds to audience questions either through questions curated by the moderator or taken from the audience directly.

The panel session typically lasts for 60-90 minutes. Expert panels are great if you want to get multiple qualified opinons in one room (or one call for that matter) and generate discussion amongst the panel and for them to take questions from the audience.

Questions & Answers

A Q&A is a format that allows audiences to ask questions to the speakers.

Q&As originate in the events industry, where short Q&A blocks are typically held after each speaker slot to engage the audience and give them a chance to ask the speaker additional questions. Q&A is ideal for audiences who want an engaging and lively discussion that goes deeper than the standard presentation.

LassWho is in a unique position to be able to help provide you with a speaker for any type of online virtual event you wish to hold.

Reasons for Hosting Virtual Events

Virtual events can be better than in-person events.

Not so long ago there were a lot of the apprehensions about planning a virtual event stemming from the fact that, for many organisers, it is a first-time experience. However, virtual events have been increasingly popular for attendees and organisers for a number of reasons. Here are some of the reasons why virtual events continue to offer experiences that provide increased value when compared to in person events.

1 – Improved Interaction

Virtual events have seen an increase in interaction and engagement of audiences. Evidence suggests that a virtual event puts the speaker in a more relaxed and personable environment which enables the audience to feel a more genuine and direct connection leading to better interaction and engagement. Virtual events mean everyone has the best seat in the house so people feel compelled to be more engaged.

2 – Lower Costs

Aside from travel and accommodation costs (explained later), generally, virtual events are cheaper and more cost-effective than in-person events.

3 – Travel & Accommodation Costs are removed

Needless to say there are no travel or accommodation costs involved when booking a speaker for a live virtual event.

4 – Carbon Footprint is eliminated

How important is it that you are doing your bit for the environment? When you book a speaker for a live virtual event you are not only getting to experience the benefit of reaching a wider audience across the world but you are eliminating your carbon footprint as the speaker is not having to drive or catch the train or even worse fly to the location.

New Online Marketplace – Benefits of LassWho

1 – Global Platform of Speakers

When you use a global marketplace of speakers you can be assured of access to a wide range of speakers from all corners of the world giving you unparalleled choice like never before.

2 – Direct Access

Global online platforms like LassWho give you direct access to the speaker so you are not having to go on to a website, complete a form and wait for it to go through multiple hands before your booking is confirmed let alone the event being held. You have the ability to book the speaker directly either with the speaker or their representative meaning you can have a response in minutes.

3 – Frictionless Booking Process

Using a marketplace of speakers like LassWho means there is no waiting – just Search, Find, Book, Set Agenda and Host the Event. You will be supported through all of the steps in the process by one of our team if you have any questions.

4 – Online Self Service

Using a marketplace of speakers like LassWho means you can simply go on to the website or app and shop for the speaker you want for your event, from 121s, small events to large scale corporate events. How much easier is it for you to be able to book a speaker using the online self-service functionality.

5 – Agenda is customisable

Imagine having the ability to search and book a speaker whilst during this process being able to set the agenda so your speaker knows what you want to speak about. It makes sense and saves time with the direct access notification via the platform.

6 – Expertise

Working with a platform that has direct access to world-class speakers means you are able to place trust in the expertise at your fingertips, which provides comfort that your booking is in safe hands. This is particularly important where some platforms and speaker bureaus have multiple layers of approvals and gatekeepers involved which can result in a breakdown in communication and ultimately sub-optimal experience.

7 – Network

Using a platform provider that has a deep network of contacts and speakers is important as securing the booking if the best speakers can sometimes be a painstaking process given layers that are placed between the public and some high profile speakers. It is important that when required, you are able to place trust in the fact that the platform you are working with is able to get in touch expeditiously to ensure no unnecessary bottlenecks appear.

8 – Frictionless Booking Process

9 – Online Self Service

10 – Lower cost

Virtual events are cheaper to produce and attend. For event planners, there’s no need to rent a venue, book hotel space for guests, or pay for speaker travel. Great keynote speakers are also more affordable because they charge less to appear on a virtual stage than in-person.

Likewise, keynote speakers have also found their lower fees allow them to book more virtual events and to do more events globally. Some keynote speakers even increased their income by doing virtual events. For more on virtual keynote speakers, see “Top Booked Webinar and Virtual Conference Keynote Speakers.”

Finally, audience members like virtual events because the price to attend is less and they don’t have to pay for flights, hotels, parking, or meals. Likewise, they can attend more events per year.

11 – More Engaging Content

Audiences find the online content more engaging. According to Kaltura, audiences like the chance to learn. While in-person events have been driven largely by the chance to network, virtual events have provided more chances to learn about a company through product demos or to engage with topic experts in Q&A sessions.

Tips for Presenting

Plan – Map out a plan for your virtual event, by including all of the headline requirements and checklist items (mentioned below and in other articles).
Audience – Make sure you check who will be in your audience, including their roles and responsibilities within the organisation.
Concise – Materials must be clear and concise.

Guy Kawasak follows a rule he created called the 10, 20, 30 rule. 10 slides of content, 20 minutes of presenting and 30 point font.
Visuals – Use visuals to engage with your audience and only present one topic per slide.
Practice – One of the most important aspects in planning is ensuring you practice your presentation multiple times before your actual virtual keynote event. You should ask your audience for feedback so you can hone and master your delivery.
Tech – test your audio and visual to make sure they are functioning before going live.
Post Event – Share resources be it materials or film footage if recorded. Learnings are ongoing and clients like it when they can take something from the event and use it for learning in the future.
Follow up – Make sure you send a follow up email post event.