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Organizing a Virtual Business Event in the Time of COVID-19

The coronavirus pandemic has severely impacted the global economy. Companies have been forced to adopt remote work and comply with social distancing protocols.

Business leaders must now rethink how their respective companies hold in person meetings and big events.

Fortunately, the digital landscape offers a viable solution — in the form of online events and webinars.

As a recent example, Apple’s 2020 World Wide Developer Conference showed that organizing online business events that generate audience excitement is very much doable.

It’s important to remember that companies don’t have to match the quality that Apple produced last June. With the support of an event production company and the following tips below, you can successfully execute an online business event or webinar.

Tip # 1: Gauge audience interest

First and foremost, determine if the audience is receptive to the idea of holding an online event. This will largely depend on the relevant field or industry.

If your company frequently holds forums to discuss issues and exchange ideas, the video format is more than ideal.

On the other hand, this platform could be challenging for an online workshop which involves the use of several physical materials that are difficult to source. It would be good if you can figure out some suitable workarounds. However, if there are too many complex logistical elements, this kind of event may not be the best fit for the virtual landscape.

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Tip # 2: Invest in necessary production equipment

Since attendees won’t be physically present, companies need to invest in the necessary equipment to produce decent and high quality videos. Depending on how big an event is, your regular smartphone camera and laptop front camera may not be enough.

If you have the budget for it, invest in a premium video camera. Don’t forget to get a tripod or camera stand as well. The last thing you want is for videos to appear shaky and out of focus.

Additionally, acquire good microphones or headsets that help ensure voices come out clear and crisp. Nowadays, you’ll find many decently priced headsets that feature high quality microphones. But if you’re willing to spend a bit more, a standalone microphone is a great option to go with.

Think about it this way. The expenses that are normally reserved for plane tickets and venue reservations can be put to good use. Get the right equipment and resources to make the online event a success.

Tip # 3: Integrate tech platforms wisely

Decide on a platform where the online video event will be streamed. There are several options to choose from — be it Facebook, Zoom or YouTube.

If you anticipate a lot of interactions between participants, try going with a platform that is best suited to that. For instance, Zoom has several chat and Q&A features that can accommodate a number of attendees.

In addition, you can also use social media to your advantage. Encouraging participants to tweet and post about your event can help generate buzz and awareness for your organization. For this, it’s crucial to have a dedicated social media team that will be on top of things.

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