Online Event Archives | ZiaBia

Supporting attendees at your online event

Recent government announcements stated that face to face meetings are, again, on pause for another six months. Therefore, we predict that more organisations, initially cautious and happy to wait for face to face to resume, will now move their events and meetings online. And with this change is the need to adjust how we are supporting attendees.

Like many people and organisations, Team ZiaBia have embraced the switch to the virtual event world – we are learning new things, talking to new clients and taking our business in a new direction.

People still want to meet even if it is via webcam - products and services must be marketed; awards need presenting; messages are to be shared.

 

Internal and external audiences

We are sure that your team meetings will have been one of the first to switch and one of the easiest to sort out technical hitches and confidence glitches!

While you can mitigate and provide support for internal teams it's trickier to support external attendees. If you don’t know your audience, you need to anticipate any questions they may have. If they are struggling to adapt or are a bit of a technophobe then that could be a lot of questions!

By now most people will have attended their first online event so likely to be familiar with the concept. But they may still be nervous.

 

Here are a few ideas on how you can build confidence in your attendees and make their transition to virtual as easy as possible.

How do I…?

This could encompass a variety of scenarios, for example:

 

I’m trying to connect…

 

Can you hear me?

 

That extra support

 

These are just a few quick ways you can support your attendees’ online experience. If you can demonstrate to your attendees your confidence in an online event, they will have the confidence to attend and participate. By setting expectations in advance, everyone will know what is expected of them on the day and this will make your attendees and feel more comfortable and enjoy the event.

If you would like to find out more about how you can ensure you are supporting attendees at your first (or next!) virtual event we would love to talk to you.

Coming soon we have the next in our 'technophobe' series 'How to support your speakers' 

ZiaBia’s tips on running fantastic online events

With more and more companies turning to online events to engage their customers and internal teams to communicate their messages, it is critical to get things right in this new world. 

We have pulled together the teams' experiences of setting up and managing virtual events into a collection of handy tips and insights, all broken down into logical segments. We have also incorporated the good, the bad and the ugly we’ve seen when attending quite a few virtual events ourselves.

One key thing to remember is that you cannot replicate a face to face event online, you need to change the format up and keep your audience engaged - be creative!

Make it interactive

Audience wellbeing

Engagement

Communications

Content and speakers

Technology

Follow up

 

So there you have it, a whole bunch of useful tips to help make sure your online events engage your audience and leave them wanting to know when your next event is.
ZiaBia is an events consultancy with experience delivering both face to face and online events for clients of all sizes, in locations around the globe.
If you want to know more about how we can help you, please get in touch and we’d be delighted to hear about what you’re looking to do and let you know where we fit in.

Taking your event online!

Over the last few weeks, we have attended a variety of zoom calls, webinars, networking forums, and online 121s - some very successful and some less so!

 

Even in the current situation, not all events or conferences can be postponed until later in 2020, or even into next year, as we have found happening with some of our clients. We are helping those that can’t postpone to pivot to and formulate plans for online events over the coming months.

 

We wanted to share some of our ideas, thoughts and observations. These are considerations if you are thinking about taking your event online, or holding a webinar, or can even be implemented for informal 121s or team meetings!

 

1. Make it Interactive!

Whether an online game of bingo, a quiz, entertainment or polls, wellbeing activities such as meditation or stretching or encouraging webinar selfies - give people the chance to have a voice, contribute and make it engaging. More and more people are coming up with new and innovative ideas, so don’t miss out on this opportunity. It also can be cost effective to add to your event!

 

2. Engagement

Pre and post comms –find new ways to invite people, either a video invite or a voice message. Post event you can ask people to submit photos and create a takeaway from the event, by designing a logo, or strapline using the images. It is easy when people are not sat in front of you for them to be distracted very easily, make people stop and think!

 

3. End goal

Why is the event taking place, what’s the one thing/message for everyone to take away? It’s important not to lose sight of this! Is this the same end goal that people would have been taking away from a face to face event? Does it translate to a virtual environment?

 

4. The Agenda

Bottom line, it is not possible to take a full day event and replicate it exactly in an online environment. People have short attention spans, so sessions should be short and snappy. Include regular virtual coffee breaks and give people time for a quick stretch and walk away from the screen.  Make the breaks time for interaction.

 

5. Content

It is essential to make sure the content is valuable, so that the audience can still benefit – educates, entertains, drives emotion as this is what will attract people. Creativity is significant. Keep it condensed and include video. Death by PowerPoint is still applicable!

 

6. Technology – How to

Finally, remember not everyone is comfortable with technology and how it works. Spend time to create clear joining instructions including information such as “how to “ guides for people joining. Offer time for drop in practice sessions with additional technical assistance. For speakers create briefing notes and presentation advice, including important information such as not to sit in front of windows and wear headphones as the sound quality will be better. Rehearsals for speakers is also very important, so any issues can be resolved and ironed out in advance

 

7. Feedback

It is more important than ever to collect attendees feedback and thoughts. Make sure this is captured as soon as possible after the event has taken place and again make it interactive if possible– include a thank you for attending message or offer a prize draw for completed feedback

Most importantly is to make sure that by attending the event all involved feel included in these weird times. Everyone is dealing with situations differently and its imperative to give everyone a feeling of belonging or togetherness.  The event needs to be the closest thing to a hug or a handshake to replace our normal face to face interaction, the feeling of being in a room with other people who are all living the same moment. So, how are you going to give your attendees a ‘virtual hug?’

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