Virtual Events For Business Conferences 2022 – Overview and Steps to make it a Success

The global pandemic has turned the conferences and events industry upside down. While some events have been either completely canceled or postponed. Others have moved to a virtual space. To avoid putting the health of attendees and presenters at risk. Virtual conference events are nothing new. Some very large ones have been taking place online much before the pandemic started. However, they are unfamiliar to many conference organizers. And it’s important to understand that the keys to ensuring a successful virtual conference. Are a little different than an in-person event.

It’s not just the participants and organizers. But also keynote speakers and presenters who have to recognize this. As speaker agendas that work well on stage may not work well in an online format. This blog, however, offers business conference organizers and participants. A few key suggestions. On how they can be successful at organizing and participating in virtual business conferences 2022.

For Business Conference Organizers

• Getting Presenters To Use As Much Video As Possible

  • Even when presented by the best speakers.
  • It can be tough to retain the attention of a virtual audience with just a slide-based presentation.
  • Most webinar platforms support video conferencing.
  • And virtual conference organizers have to help speakers definitely make use of this capability.
  • When audiences can hear the speaker at a virtual event.
  • It makes the attendee experience more entertainment and personalized.
  • If video is not available.
  • Organizers should think about shortening speaker sessions.
  • From a regular one-hour keynote address to something briefer.
  • In an effort to keep the audience entertained throughout the presentation.

Offering Participants The Opportunity To Familiarise Themselves With The Complexity Of The Conferencing Platform

• • Some participants may regularly participate in online training –
    • webinars,
    • virtual conferences and summits, or
    • e-learning programs.
  • But others may be new to the experience.
  • Before their online business conference starts.
  • Organizers should introduce them to their LMS and/or web conferencing platforms.
  • They should put together a few how-to videos.
  • Along with a checklist of technical needs and suggestions.
  • For example –
    • camera,
    • background,
    • lighting, and
    • microphone tips.
• Organizers should also tell participants what they can expect.
• By explaining to them all the different ways to participate in “normal” conference activities virtually.
• But also have a few surprises in store for them.
• The “wow-I-didn’t-expect-this” factor delights attendees.
• And also gives rise to word-of-mouth marketing for future virtual business conferences.

Replicating The “Time-Off” Experience For Candidates

• • One of the hardest factors to duplicate online.
  • Is the feeling of being away from everything participants have when attending a conference in person.
  • Outside of the office, an attendee’s time is usually spent on the event and the people at hand.
  • So, how can business conference organizers help attendees duplicate this experience?
  • They should suggest that they deliberately take the day off.
  • Even if they are working from home.
  • And make a big deal about it in their online marketing to get away from it all during their virtual conference.
  • Organizers should look to promote it.
  • As if participants are expected to spend time on the experience.
  • And explain how much more they will benefit.
  • From education and social relationships.
  • If they are not distracted by other tasks.
• Organizers should offer potential attendees a sample “letter to your boss”.
• Detailing the various benefits of treating the event.
• As if the attendee were actually going to be out of work.
• Including how distractions in the office will hurt them.
• Which is not a good choice from the point of view of an employer.
• Who is investing money and time for the skill development and professional growth of an employee.

Resorting To Flipped Learning Measures

• To make sure that participants make the most out of their time with the presenter and each other.
• Organizers should ask presenters to assign homework that attendees can do ahead of time.
• That is, take an alternative learning approach.
• For example, instead of forcing them to attend a presentation.
• They read the material beforehand.
• When they meet at the virtual business conference.
• They can dedicate time to discuss and perform other interactive exercises.
• The pandemic has produced a new and different set of participant needs.
• Due to its economic and social impact.
• As a result of this.
• Many business conference organizers have been forced to try out virtual business conferences.
• Organizers should look to take advantage of the opportunity they have right now to take risks.
• In this environment, members and attendees will extend more flexibility and forgiveness.
• As they explore new online business learning events and programs.

Carefully Considering The Quality Of The Audio

• A guaranteed way to irritate a virtual audience is to subject them to poor audio quality.
• If they can’t hear the speakers clearly.
• They’ll mute them.
• Otherwise, they’ll disconnect from the live stream.
• Unlike a live business conference, with carefully vetted professional A/V equipment.
• The audio quality of a virtual business conference session can be negatively affected by a variety of factors –
• • • the quality of the speaker’s microphone,
    • the rig used to capture audio (mobile, mobile, or VOIP landline), and
    • network quality/connectivity (for mobile and VOIP audio).
• The most reliable and high-quality alternative will depend on the situation.
• If the speaker is in a location that does not have good connectivity.
• A fixed connection (incoming call) may be preferable.
• If connectivity isn’t an issue.
• A standard headset/microphone combination can work. A
• Although a true wired or wireless microphone (like a lavaliere) provides much better sound quality.
• The key is to test different options in advance.
• And pick the one that offers the best listening experience for participants.

Ensuring That The Speakers Have Their Presentations Prepared Specifically For A Virtual Audience & Not An In-Person Audience

• • Presentations that work well in a live setting may not translate well to a virtual medium.
  • Business conference presenters may not understand it at first.
  • But the gestures and other visual cues they (sometimes unknowingly) make use of during a live presentation.
  • Won’t work in the virtual one.
  • For this reason, organizers must have qualified speakers for their virtual business conferences.
  • To make use of special tools for this virtual medium.
  • Such as a modified slide deck that helps to relate information or emotions.
  • That otherwise would not be communicated properly in a digital medium.

Prioritizing On Engagement

• • Depending on the size of the virtual audience.
  • The level to which a virtual business conference session can be made entertaining will vary.
  • However, even large virtual business conferences can be made more entertaining.
  • Simply by using the audience polling features available on many online event platforms.
  • Organizers should explain to the audience how to submit questions through the platform.
  • And encourage them to do so.
  • Whether during a question and answer period at the end of the session or during the program.
  • They should also make sure speakers keep tabs on questions as they come up.
  • So they can address some on the fly during their prepared remarks.

Ensuring Peak Audio-Visual Quality

• • • Most business conference speakers can perform A/V checks during live events with their eyes closed.
    • As it is an exercise, they are familiar with.
    • This, however, is not the case with virtual business conferences.
    • Even if a speaker has hosted virtual sessions in the past.
    • There is no guarantee that their next virtual event will make use of the same technology platform as the last one.
    • Great business conference organizers leave nothing to chance.
    • They inform speakers of all these aspects to help them prepare accordingly for an event.
    • This approach is particularly important with virtual business conference sessions.
    • Organizers should check everything ahead of time –
      • audio/video quality,
      • screen sharing,
      • private host-to-speaker messaging,
      • audience Q&A,
    • And carry it out with the same equipment and internet connection the speaker will be using on the day of the event.

Anticipate Potential Tech Hurdles & Be Prepared To Tackle Them Head-On

• • • Live business conferences are held in well-controlled environments.
    • Where trained AV technicians manage the entire effort.
    • This is not the case in a virtual business conference setup.
    • Where there are a number of potential breakpoints between their network connectivity.
    • That no one even has to think about when arranging a meeting with nobody.
    • Organizers should plan ahead for any technical issues that may arise during the session.
    • For instance, if speakers are using slides.
    • Organizers must ask them to send their presentations to the event host ahead of time.
    • So if the speaker does lose connectivity.
    • The organizers can help advance the slides for them.

Offering Participants Something Substantial To Take Away From The Event

• There is a unique experience connected to in-person business conferences.
• That is difficult to replicate in a virtual environment –
• • • • • the networking opportunities,
        • the energy in the ballroom, and even just the excitement of traveling to the conference venue.
• In order to help improve the value of the event for remote participants.
• Organizers should give them something real to take away from each speaker’s presentation/lecture.
• Such as –
  • a discount coupon for a digital copy of the presenter’s book/course, or
  • even just a written summary of all key points of the speaker’s presentation.
• These may not be a perfect alternative for the experience of attending an in-person business conference.
• But at least they provide additional benefit to remote participants.
• This helps to positively influence their experience of the virtual business conference.
• Online business virtual events may be new to many business conference planners.
• But, if executed correctly, they can be just as successful and entertaining as in-person events.
• The key is to relentlessly focus on the quality of the audience’s experience.
• With the right content and message, organizers can organize world class virtual business conferences for their audiences.
• Who can enjoy it from the comfort of their own homes or offices.

For Participants Of Virtual Business Conferences

While some business conferences are starting in person, many others are continuing as virtual events. A couple of years of virtual business conferencing having gone by. There are lessons that can be learned. On things that might be helpful to participants of these events. To help get the most out of the virtual business conferences in USA 2022 they take participate in.

Planning For The Virtual Business Conference Well In Advance

• • At virtual business conferences.
  • Participants are actually able to watch more sessions than at live events.
  • The availability of presentation slides and the ability to watch recorded sessions at one’s convenience.
  • Is really a positive side of the virtual platform.
  • By checking out the program to decide what interests them ahead of time.
  • Participants can attend –
    • multiple sessions,
    • meetings,
    • debates,
    • group discussions, and
    • poster presentations

without walking around a huge conference hall.

• This allows participants to focus on areas that are of interest to them and their career development.
• Instead of simply attending a session due to convenience.

Keeping Tabs On Emails & Getting Familiar With The Platform

• • Before attending a business conference, whether in person or virtual.
  • It is very important that participants read the emails they receive from organizers.
  • This cannot be stressed enough for a virtual business conference.
  • More often than not.
  • Links to the virtual business conference, as well as usernames and passwords that may be needed in order to log in, are sent in these emails.
  • There might be apps to download.
  • There may be information to fill out before the event for networking opportunities.
  • If one is presenting their work at the meeting as a poster or oral presentation.
  • They may need to submit audio or video files before the event.
• Participants also don’t want to wait until the last minute to try to connect.
• Instead, they should set aside time on their calendars to –
• • review online meeting requirements and
  • deadlines for submitting additional documents, if any.
• They should also set aside time for the conference itself.
• Under the notes section of the calendar invite, they can include –
  • conference links,
  • usernames
• So they have them all in one easy-to-access place when it’s time to attend the virtual business conference.
• Also, participants should take this time to go through the conference schedule.
• To plan which sessions they want to attend, much like they would for an in-person conference.

Preparing The Environment

• • Participants should leave their homes.
  • Or find a space that commits them to being present at the meeting.
  • Attending virtual medical conferences from one’s kitchen bar stool would make them too handy to –
    • wash dishes,
    • start dinner,
    • check on their pot roast, and
    • be distracted by the millions of other tasks and errands of life that arise when they are not on “conference island”.
  • It’s hard to explain that one can’t do a quick errand.
  • Because they’re in a meeting while sitting at home staring at the computer in their sweatpants.
  • Participants should also –
    • wear headphones to cut out background noise,
    • find a comfortable chair, and
    • dress like they’re in an actual meeting.
  • Participants are guaranteed to notice a change in their mindset.
  • When they’re getting ready.
  • Like they’re going to an in-person meeting.
  • Basically, entering the zone.
  • By giving themselves the space and time to engage in the meeting.
  • They’ll be less distracted and more productive.
  • Jumping from task to task can waste up to 40% of productive time.

Not Overlooking The Importance Of Dressing Right

• • While it’s so easy to hang out in one’s pajamas or sweatpants during a virtual business conference.
  • Thinking that one might not need to turn on their camera for sessions.
  • Just because a similar event that they attended in the past didn’t require them to do so, is not advised.
  • Also, just because one virtual conference in the past didn’t require participants to turn on their cameras.
  • Doesn’t mean all the others will follow the same format.
  • With the evolution of virtual platforms/technologies.
  • There will be an evolution of virtual conferencing.
  • Participants should dress professionally and be prepared to turn on their cameras.
  • If they end up meeting a one-on-one exhibitor or attending a networking session.
  • Also, they should use their elevator pitch to keep communication brief and effective.
  • As meetings may have a time limit or they may be in a group of people.
  • The same rules of what they wear to present their research in person apply to virtual conferences.
  • Participants should remember that these sessions can be saved and shared with others.

The Importance Of Being “Zoned-In”

• With everything becoming more and more virtual.
• The attention span of humans has drastically shortened.
• And one’s need for immediate gratification is amplified.
• Participants often make the mistake of starting a session, logging out, then accessing another concurrent session.
• After one or two hours, they end up feeling like they’ve missed the start of each session.
• And therefore feel like they’re getting less out of the conference.
• According to research conducted in the early 2000s.
• The attention span of humans has decreased from 12 seconds to eight seconds.
• With a maximum attention span being 20 minutes.
• Most sessions last around 45 minutes.
• Fortunately, the format of these discussions.
• Is usually split to have different speakers as well as moderated Q&A sessions.
• This helps shift focus and re-engage.
• Fatigue caused by excessive video calling and eye strain is a real thing.
• Participants should try using the 20-20-20 rule.
• For every 20 minutes they spend staring at a screen.
• They should take a break and look at something 20 feet away for 20 seconds to reduce eye strain.
• It’s normal for their mind to wander.
• But they should try to focus on the discussions that interest them.
• They can even get excited and take notes.

Taking Active Part In Debates, Discourse, & Deliberations

• • On a virtual medium, there is no barrier to entry.
  • Walking up to the microphone and queuing to ask the speaker a question can seem intimidating.
  • Virtual business conferences allow for more interaction.
  • Especially from those who might otherwise be nervous or shy in large live groups.
  • Participants should look to make use of the chat function to connect with other attendees and ask questions.
  • Community hubs will allow them to meet.
  • More importantly, have group chats with others interested in specific medical conditions or other areas of interest.
  • These are great situations for participants to turn on their cameras.
  • And network with their peers on the topics they’re passionate about.
  • They can establish collaborations for future projects.
  • Or just kick back and chat with other inspiring, enthusiastic, and friendly faces.
• Not surprisingly, virtual business conferences and events can lead to feelings of isolation or disconnection.
• Fewer impromptu chats or side conversations can be both a plus as well as a minus.
• Participants can consider watching the conference with small groups of friends or colleagues (bandwidth permitting).
• They can debrief between sessions or even schedule small social gatherings if they wish.
• Just to mimic the connectedness of being at a live business conference.

Persisting With The Usual Networking Goals & Objectives

• • During an in-person business conference.
  • Participants should carry business cards and exchange them with the people they meet.
  • How does one manage networking during a virtual conference?
  • Most virtual conferences don’t have many formal ways to network.
  • But that doesn’t mean participants can’t take the initiative to network.
  • Once they have decided which sessions they would like to attend.
  • Participants should attend them and ask good questions.
  • Not only will the speaker jump in and respond.
  • But so will others who might have something to add.
  • Then, they should follow up via LinkedIn.
  • Or whatever login platform the conference portal uses to connect speakers and other attendees.
  • Participants should also be sure to complete their profiles before the start of the event.
  • Another way to bond is to be active on social media during the virtual business conference.
  • And be sure to use conference hashtags to reference –
    • key takeaways,
    • feedback, and
    • other knowledge gained, skills honed, or new skills developed.
  • Being active on social media is the best way to connect with other professionals.