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Ever wondered why some remote events feel like a never-ending video call, while others leave you energized and inspired? The difference between a snoozefest and a blockbuster lies in the details. Bromberg has been a part of remote events since before the pandemic, by supporting our clients’ virtual events and working on and sponsoring acclaimed conferences hosted by our sister company, Linguist Education Online (LEO). So, this is a subject we have pondered and worked on for a long time. Today, we are sharing our expertise, so by the end of this blog, you’ll know how to host a remote event that’s professional, fun, and engaging. Ready to transform your next virtual gathering? Let’s dive in!
1. Define Your Goals and Objectives
Before you even pick a date for your event, ask yourself: What’s the point? Are you here to educate, entertain, or simply network? Defining clear objectives is like setting your GPS – it gets you to your destination without unnecessary detours. Since the very start of LEO conferences during the pandemic, we didn’t just want to educate; we aimed to create a community. Knowing this, shaped everything from our content to our engagement strategies.
Tip: Write down specific objectives like “increase attendee engagement by 30%” or “generate 100 new leads.”
2. Choose the Right Platform
Choosing the right platform is like picking the right venue for a physical event. You wouldn’t host a corporate seminar in a nightclub, right? For LEO’s events, we found that Zoom works wonders for interactive sessions. Don’t forget to consider features like breakout rooms, polls, and Q&A functionalities. The platform you choose can make or break your event.
Popular Platforms:
- Zoom: Ideal for webinars, large events and interactive sessions. The breakout room feature is great for networking.
- Microsoft Teams: Integrates with Office 365 for corporate events.
- Whova: Great for virtual conferences, expos, and networking events with interactive features.
- Pheedloop: Supports virtual and hybrid events with interactive tools.
- Eventbrite: useful for event registration, can be also integrated with Zoom to allow breakout rooms options.
- GoToWebinar: Designed for larger webinars and online events with robust analytics, but minimal audience participation.
- Airmeet: Focused on virtual networking, with features like tables and lounges for interactive sessions.
- ON24: works for webinars, virtual events, and content experiences, with networking features.
3. Plan Your Agenda
A well-structured agenda is your roadmap to a successful event. Keep sessions concise to maintain engagement and include interactive segments to keep energy levels high. LEO conferences, for example, offer frequent breaks between sessions and breakout networking rooms at the end of the conference. This keeps attendees engaged and allows them to digest information in manageable chunks.
Agenda tips:
- Welcome: Kick off with a warm welcome and overview. Nothing sets the tone better than a friendly face and an exciting rundown of what’s to come.
- Keynote speakers: Feature engaging and knowledgeable speakers. Make sure to meet them prior, if you are not familiar with their online presence style.
- Interactive workshops: Consider breakout sessions for hands-on learning. These sessions are always a hit.
- Networking opportunities: Use virtual networking rooms or chat functions. It’s amazing how many connections can be made over a virtual coffee break!
4. Secure Sponsorships
Securing quality sponsorships can enhance the significance of your event. Approach potential sponsors with a clear value proposition, outlining how their involvement benefits them. Provide detailed sponsorship packages highlighting exposure opportunities, such as logo placements, mentions in promotional materials, and speaking opportunities.
Tips:
- Create different sponsorship levels (e.g., Gold, Silver, Bronze) to accommodate various budgets.
- Articulate the benefits for sponsors, including brand visibility, direct engagement with attendees, and networking opportunities.
- Keep sponsors engaged before, during, and after the event. Provide them with event analytics and attendee feedback to demonstrate the impact of their sponsorship.
5. Promote Your Event
Effective promotion is key to attracting attendees. Use multiple channels to reach your audience: email campaigns, social media, your website, and partnerships to create buzz. For LEO conferences, we collaborate with industry influencers who help spread the word, boosting our registration numbers significantly. Remember, the more creative and engaging your promotion, the higher your turnout will be.
Tip: Create a series of teaser videos or behind-the-scenes content. This not only builds anticipation, but also gives potential attendees a sneak peek of what to expect.
6. Prepare Your Technology
Testing your technology is like checking the sound system before a concert. You don’t want any unpleasant surprises mid-event. Make sure your internet connection is stable, your audio-visual equipment is top-notch, and your software is up to date. Do the same for each of your speakers.
Tip: Have a backup plan for every potential tech issue. For instance, what if your speaker loses their internet connection mid-session? Your backup plan will help you ensure that a potential disaster is averted.
7. Ensure Accessibility
Ensuring accessibility is paramount for an inclusive event. Bromberg & Associates language access via ASL interpreters and CART services, and other accessibility solutions to make your event welcoming to all participants. While AI subtitles can be helpful for personal use, they can’t compete with professional certified captioners and ASL interpreters to ensure accuracy and reliability.
Tips: Test with your interpreters and provide event materials in advance. Check that all accessibility tools are functioning correctly and provide clear instructions for attendees on how to use them.
8. Have Tech Support Ready
Having dedicated tech support before and during your event is crucial for addressing any issues that may arise. This support ensures a smooth experience for both presenters and attendees.
Tip: Develop a clear protocol for handling technical problems swiftly. This might include having backup internet connections and spare devices.
9. Engage Your Audience
Engagement is the heart of any successful event. Use live polls, Q&A sessions, and chat functions to make your event interactive. The more your audience interacts, the more they’ll take away from the experience.
Tip: Incorporate surprise elements like impromptu giveaways or live shout-outs. These little surprises can significantly boost engagement and make your event memorable.
10. Provide Clear Instructions
Clear instructions can make a world of difference. Send out detailed joining instructions well before the event and offer technical support for any issues.
Tip: Create a simple, user-friendly guide that walks participants through the process. This minimizes confusion and helps everyone feel more comfortable and prepared. Include screenshots or a short tutorial video in your instructions. Visual aids can help clarify any potential confusion and ensure a smooth joining process.
11. Record and Share
Recording your event allows those who couldn’t attend live to catch up later and extends the lifespan of your content. LEO sends out recordings and additional materials after each event, ensuring that its valuable content reaches a wider audience.
Tip: Highlight key moments in your recording, such as standout quotes or pivotal discussions, or add the table of content in your video’s description. This makes it easier for viewers to navigate and find the most valuable parts.
12. Gather Feedback
Feedback is essential for continuous improvement. Use surveys and polls to gather attendee feedback immediately after the event.
Tip: Offer a small incentive for completing feedback forms to get a wealth of actionable insights. Ask specific questions about what worked and what didn’t. Open-ended questions can provide detailed insights but mix them with multiple-choice questions for quick responses.
13. Analyze and Improve
The post-event analysis is where you turn feedback into action. Review attendance, engagement, and feedback to understand what worked and what didn’t. Bromberg and LEO teams hold a debrief meeting after each conference to discuss insights and plan for improvements. This continuous loop of feedback and improvement keeps our events fresh and engaging.
Tip: Track key metrics such as engagement rates, attendance numbers, and feedback scores. These metrics provide a clear picture of your event’s performance and areas for improvement.
14. Continuous Learning
Stay updated with the latest trends and technologies in remote events. Continuous learning and adaptation ensure your strategies remain effective and engaging.
Tip: Attend other virtual events, read industry blogs, and participate in webinars to learn and share new ideas and best practices.
Running a successful remote event is all about preparation, engagement, and continuous improvement. From defining your goals to analyzing feedback, every step plays a crucial role in creating an event that stands out. At Bromberg, we’ve learned that the key to a great remote event is to make it as interactive and enjoyable as possible. By following these steps, you can create a memorable and impactful event that resonates with your audience.
Do you want Bromberg’s expertise in ensuring your remote event’s success? Reach out to us for top-notch language services, including platform selection consulting, ASL interpreting, CART, tech support, and more.
If you are interested in LEO conferences, follow LEO on social media or subscribe to LEO’s Language Access Insider to stay updated on the next event.