Here are some suggestions for planning and implementation of a virtual event. As always, use the tools and processes that best suit your organization.
Make the most of the Agenda Builder
The agenda builder is great place to build your program, whether live or virtual. In virtual events, the flow and timing of your sessions and functions is especially important to visualize, and the agenda builder provides an interactive way to build, view and adjust your virtual agenda.
A few suggestions when designing your agenda:
Think about scheduled start and end times.
Allow adequate times within a session. It’s okay to have it end a minute or two earlier than planned, and better to allow for some breathing space between sessions. your virtual attendees need time for personal breaks, and they can also preview a Virtual Exhibition if you have one. (Virtual Exhibitions can be seen even when not 'open'.)
The Meeting Hub is another way for attendees to engage and connect with other attendees during breaks.
Remember to include clear and concise descriptions for all sessions and functions.
Consider your participant time zones.
Using other EventsAir tools
Because EventsAir is a complete, end-to-end event management tool, it's your platform for managing communications, registrations, profile tracking, reporting and more.
Think "end-to-end"
Everything starts with defining sessions, functions, exhibitions, sponsorship and registrations. Once you have your program in place, it’s very easy to “virtualize” these items and start the process of testing your virtual event.
Testing and Practicing
It is crucial to test your virtual event several times well before your actual event date. While setting up a virtual event in OnAIR is straightforward, you want to make sure you and your team are comfortable with how everything works.
A few reminders:
Large sessions will need to be started by your virtual meeting manager directly in your webinar platform.
You can use the Virtual Global Education Summit Sandbox Event to test your connections and processes before building a live virtual event.
To learn more about running Virtual Events, talk to your Account Manager or Success Specialist or search this Help site.
Give yourself time to become familiar with the tools and processes.
Running a Virtual Event in OnAIR
An important consideration in running an OnAIR event is having someone on your team actually “run” the event from behind the scenes.
This includes running OnAIR from the Control, a powerful environment that lets you test all connections, recordings and provides single location for sending out alerts, chats and other communications.