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What tech do you need to host a virtual conference?

  • 1.  What tech do you need to host a virtual conference?

    Cvent Staff
    Posted 01-13-2022 10:52
    Hello everyone! We're here with the next edition of Tip of the Week.
      
    This week let's talk about virtual conferences and how they offer planners and marketers a great way to connect with a wider audience around the world. This also often leads to higher registration and attendance numbers compared to in-person events largely because there are no travel costs, and you get to watch from home. But virtual conferences rely on technology to make their mark. While we all have virtual event strategies aligned to our business goals, the question that tickles every planner is which technology to use?

    While our
    event experience platform is a one-stop solution that does it all, but we have brought you a list of a few types of event tech you'll need for a virtual conference:

    • Registration: Registration allows attendees to sign up for your event ahead of time. Once an attendee registers, they can modify their details or cancel altogether if you allow it. You can also make your registration process as simple or sophisticated as you want. Right from adding custom questions, creating multiple tickets, offer discount codes to adding a waitlist, there is a lot of power you hold with Cvent solutions.

    • Abstract management: Whether you're collecting papers, abstracts, posters, nominees, or speaker materials, Abstract Management allows you to manage the entire process in Cvent. You can refer to this article that will walk you through creating the initial project, customizing submissions, and determining who your reviewers are and what they can do.

    • Mobile event app: Cvent's mobile event app feature allows you to put key event info your attendees need, from schedules to onsite notifications, in the palm of your hand. Compatible with Apple iPhones and iPads, Android devices, and web browsers, your event can be published in the Cvent Event App or a custom-branded app. Either way, attendees will experience your mobile event with its own unique style and personality.

    • Appointments: During an event, meeting the right people at the right time makes all the difference. With the Appointments feature, you schedule appointments with other attendees or exhibitors on the Attendee Website or Event App and join appointments from the Attendee Website.

    • Virtual exhibitor booth: As an exhibitor hosting a virtual booth, you'll have the opportunity to interact with attendees like you would at a traditional in-person event. But instead of conversations taking place face-to-face, they'll happen online instead. This feature allows you to update the information displayed in your virtual booth, open your organization's virtual meeting to attendees, and export leads post-event.

    • Attendee tracking:  With virtual attendance tracking, you can customize how participation is recorded for virtual sessions on the Attendee Website and gather insight into how much of the video content attendees watched. This helps you more accurately measure session attendance and engagement for your virtual events. To add video content to sessions in the Attendee Website, you'll need to configure your virtual sessions to support live stream, collaborative, or pre-recorded video content.

    • Surveys: Know for certain your hard work met attendees' expectations with the Feedback Survey. This customizable online questionnaire allows your registrants to respond to the questions you want to be answered. Find out if the speaker was as engaging as advertised, if exhibitors felt their booth location was worth the investment, or if attendees plan on returning next year. Whatever you discover can be used to make future events even better.

    • Video platform: With Attendee Hub, you have a variety of video options to choose from. We suggest you review this article to learn more about the different ways you can incorporate conferencing, recordings, or even live streams into your virtual sessions.

    Questions for You:

    • What best practices would you suggest for someone hosting a virtual conference for the first time?
    • Which event technology has helped you ace your virtual conferences/ events?

    Let us know your thoughts below! #CventTip
    #ManagingVirtualEvents

    ------------------------------
    Ridhima Krishan
    Sr. Associate, Customer Marketing
    Cvent
    ------------------------------


  • 2.  RE: What tech do you need to host a virtual conference?

    User Group Member
    Posted 01-18-2022 08:36
    • What best practices would you suggest for someone hosting a virtual conference for the first time? Know your audience so you can apply strong and viable content as well as keep the audience engaged. 
    • Which event technology has helped you ace your virtual conferences/ events? surveys


    ------------------------------
    Mary Ann Hall
    Event Specialist
    Federal Reserve System
    ------------------------------



  • 3.  RE: What tech do you need to host a virtual conference?

    User Group Member
    Posted 01-18-2022 09:11
    • What best practices would you suggest for someone hosting a virtual conference for the first time?
    • Really get to know the tech you'll be using, from the basics to extra features. Being fluent in the tech is critical for a successful event and for ensuring there are no "hiccups" throughout - and if there are any (which is inevitable), you'll be able to pivot quickly and know how to resolve
    • Which event technology has helped you ace your virtual conferences/ events?
    • At the moment, we've been using platforms such as Teams and Zoom, but incorporating other tech such as live polling (ex. PollEverywhere)


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    Bouran Qaddumi
    SR MANAGER, NATIONAL FIELD TRAINING
    Cajun Operating Company d/b/a Church's Chicken
    ------------------------------



  • 4.  RE: What tech do you need to host a virtual conference?

    User Group Member
    Posted 01-18-2022 09:56
    • What best practices would you suggest for someone hosting a virtual conference for the first time?  Make sure you have a very engaging emcee and no big gaps between speakers. 
    • Which event technology has helped you ace your virtual conferences/ events? Make sure you outfit your speakers with the right technology. USB Lavalier, Ring Light


    ------------------------------
    Rachel
    NJ
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  • 5.  RE: What tech do you need to host a virtual conference?

    Posted 01-20-2022 10:02
    • What best practices would you suggest for someone hosting a virtual conference for the first time?
      • Patience.....every one is learning new things each day, and technology changes just as fast. Understanding the audience and using appropriate technology to ensure a high adoption rate. Using too much at once can really overwhelm attendees. 
    • Which event technology has helped you ace your virtual conferences/ events?
      • Using a chat feature for attendees to reach out to a live person during the vent.


    ------------------------------
    Beth Vriesen
    Corp Events Registration Administrator
    Associated Bank Corporation
    ------------------------------



  • 6.  RE: What tech do you need to host a virtual conference?

    Posted 01-20-2022 17:11
    • What best practices would you suggest for someone hosting a virtual conference for the first time?
      • Have some sessions prerecorded. 
      • Speaking in front of people in a live event is an invigorating experience - most presenters feed off the reactions of the crowd. When you have someone sitting at a desk presenting their material it can fall SUPER flat. 
      • Hire a presentation coach! We do that for our events and it really helps improve the quality of the presentations. 
      • We missed the in-person aspect like the team dinners etc. We made little swag bags for all our presenters with snacks to get them through the couple days of our conference. 
    • Which event technology has helped you ace your virtual conferences/ events? 
      • Obviously the attendee hub! 
      • We also created filming kits for our staff since they were all working remotely. So everyone had the same high res camera, lighting, backdrop. 


    ------------------------------
    Sarah Jordan Usher
    Senior Market Administrator
    CNC Software, Inc.
    ------------------------------



  • 7.  RE: What tech do you need to host a virtual conference?

    Posted 01-21-2022 05:20
    What best practices would you suggest for someone hosting a virtual conference for the first time?
    • Tech checks (like a dress rehearsal) are important and everyone who is involved with the event needs to be involved and bring all questions forward. 
    • Offer a link for attendees (and hosts!) to check their wifi connection
    • make sure that you have tested all of the links in advance
    • During tech checks, also check that presenters are able to be heard and seen! No up-the-nose angles or giant windows or light sources behind them. Make sure everyone's mic and presentation is up to standard
    • We typically offer a live help desk so attendees are able to get live help before/during the event, and we have a dedicated email for events. 
    Which event technology has helped you ace your virtual conferences/ events?
    • Teams, Zoom, and sli.do


    ------------------------------
    Olivia Popofski
    Event Coordination Specialist
    The Manufacturers Life Insurance Company("Manulife")
    ------------------------------



  • 8.  RE: What tech do you need to host a virtual conference?

    Posted 01-24-2022 02:46
    • What best practices would you suggest for someone hosting a virtual conference for the first time? 
      • either know the technology, or hire someone who does
      • use experts for speakers - they will draw your audience to the event
      • Have Q&A available
    • Which event technology has helped you ace your virtual conferences/ events?
      • we pre-recorded sessions using excellent technology - not just a recorded Zoom session. I used SideKick Media (gosidekickmedia.com) for great work


    ------------------------------
    Jennifer Heald
    Vice President
    THREE EAGLES, INC
    ------------------------------



  • 9.  RE: What tech do you need to host a virtual conference?

    Posted 01-24-2022 08:11
    • What best practices would you suggest for someone hosting a virtual conference for the first time?
      • have a it professional or tech available to troubleshoot.
      • know your audience and the topic that is being presented
      • survey audience to make sure your topic is hitting the mark
    • Which event technology has helped you ace your virtual conferences/ events?
      • run checks onsite prior to your meeting to ensure lighting and connection speeds are appropriate.  We utilize interactivity features such as polls and Q&A to keep an audience engaged.


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    Amy Lum
    Senior Systems and Tools Specialist
    Boston Scientific Corporation
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  • 10.  RE: What tech do you need to host a virtual conference?

    Posted 01-27-2022 08:48
    • What best practices would you suggest for someone hosting a virtual conference for the first time? Have a backup plan for your backup plan. Technology is always unpredictable.
    • Which event technology has helped you ace your virtual conferences/ events? Live polling is great for interacting with virtual participants.


    ------------------------------
    Meghan Payne
    Travel and Event Coordinator
    Corning Incorporated
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  • 11.  RE: What tech do you need to host a virtual conference?

    Community MVP
    Posted 01-31-2022 09:31
    • What best practices would you suggest for someone hosting a virtual conference for the first time?
      • Give yourself more than enough time for planning, and start early. 
    • Which event technology has helped you ace your virtual conferences/ events?
      • We are currently using the Zoom integration but will be migrating to Attendee Hub soon


    ------------------------------
    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
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  • 12.  RE: What tech do you need to host a virtual conference?

    User Group Member
    Posted 2 days ago
    • What best practices would you suggest for someone hosting a virtual conference for the first time? Review your team and each person's role. Understand that responsibilities and timelines will be different for a virtual event.
    • Which event technology has helped you ace your virtual conferences/ events? The ability for attendees to talk and ask questions live via camera/mic (for small events)


    ------------------------------
    Gina Allega, CMP
    Senior Program Manager
    BCD M&E
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  • 13.  RE: What tech do you need to host a virtual conference?

    User Group Member
    Posted 22 hours ago
    • What best practices would you suggest for someone hosting a virtual conference for the first time?
      • Test, Test, Test. Make sure to test everything prior to go live to try to catch any errors.
    • Which event technology has helped you ace your virtual conferences/ events?
      • Attendee Hub has helped us significantly. We have linked out to Teams for our breakout sessions, but i am leaning more to using the cvent platform and not linking out to teams so the attendee stays within the Hub.


    ------------------------------
    Amanda Sharp
    Marketing Specialist
    Insight Direct USA, Inc.United States
    ------------------------------