Virtual meetings are the glue holding the professional and educational world together during a pandemic. And we’ve learned a lot since the beginning of 2020, like how to remove a cat filter when you’re on a Zoom call. But we’ve also learned how to create meaningful and productive meetings from our homes and offices around the country and the globe. Here are three virtual meeting roles you should have.
If you are hosting a great virtual event, whether it’s a quarterly executive discussion or an annual conference, you need a moderator.
It’s important to have a moderator both as someone who can keep track of time and as someone who can pull attention back to the intended topics. Moderators can also be called hosts or emcees and this role can look different depending on what type of meeting you are planning.
It’s human nature to go off on a tangent, especially if the meeting you’re having is conversational or discussion-based.
It’s good to think about who would best fill this role and why. If the head of the meeting is doing most of the talking, having them moderate will likely not be effective. But if there are assistants or partners in the meeting with less active roles, they are perfect to help keep track of time and discussion topics – which helps you keep your meeting on track and eliminates the need to go past the scheduled meeting times. It is also a great idea to use your moderator to monitor chat and QA to bring in topics your audience has a connection with.
Designated Tech Support
It doesn’t matter how perfectly you plan an event or meeting, there is always room for tech issues!
Designating and including a technician or tech support person is essential in getting your meeting back on track should something unexpected happen with your video or audio feeds, internet connections, meeting software, and more.
Tech support can also help with cybersecurity concerns. If someone you didn’t invite manages to make their way into your meeting or event, having an IT and AV-savvy team member in the meeting can eliminate that threat swiftly, which leaves your company or group less vulnerable to exposure and exploitation.
A Virtual Producer is your sort of go-to person for all things concerning high-level planning and execution of your event.
Your virtual producer will help you choose the right software, extensions, and packages to ensure that your event has everything you need: options for multiple speakers, visual and audio dynamics, the ability to record sessions, etc.
A producer will help with everything from planning sessions and Q&As to helping set up microphones, lighting, and background elements.
A producer will also lend credibility to your event and make it easier to market to your future attendees. Designating or hiring a virtual producer means you have another mind working with you to seek out and fix potential holes in your planning before you are live and “on the air.”
Need Help Filling These Virtual Event Roles? Let MMITC Help
Meet Me In The Cloud has helped many businesses like yours optimize their virtual events with Event Assist Services.
Whether you need training and education, event assistance, or other collaboration-based support and services, contact us today.
In previous blog posts, we’ve talked about how to build connections in meetings and virtual events and tips for fostering inclusion and collaboration in virtual meetings. These are all the “Dos” when it comes to virtual meetings, but what about the Don’ts? Here are some virtual event planning to-don’ts.
Virtual events offer some simplicity in terms of event planning – no venues to decide on, no locations to book or menus to prepare, no chairs or projectors to set up, no need to find the perfect room or town for all attendees to meet. But there are lots of practices and features you should avoid when planning your online event.
Choosing the Wrong Collaboration Tool
This may seem like a no-brainer, but many collaboration tools have features and parameters that are similar, but not identical. Take the time to compare more than just the prices of different tools and software. Here are some questions you should consider in your virtual event planning:
- Does this software have an attendee limit?
- Does this software have easy-to-understand file-sharing and screen-sharing abilities?
- Is using this software temporary? Are you planning for your team to use this software occasionally or will it be replacing daily in-person meetings?
- Does the collaboration tool provide security that is up to your company’s standards or specifications?
- Does this software integrate with other software your company uses?
- Does this software offer easy access fro my audience?
The answers to these and other questions are things you don’t want to overlook in your search for a virtual event planning tool or software.
Virtual event apps and collaboration software give you hundreds of solutions at your fingertips. But, as with tech solutions and Jurassic Park – just because you can, doesn’t mean you should.
Hosting a successful virtual event – from a quick weekly team meeting to an industry-specific annual conference – means you need to emphasize the essential information and scale back on the extras.
Here’s an example. We’ve all been in a meeting with one of those PowerPoint presentations. You know the ones: where every single sentence and bullet point entrance and exit is animated. Slides that include cluttered collages of photos, text, or graphics – or slides that include one sentence at a time.
Finding a happy medium between “informative” and “overwhelming” is important not only for the success of your online event but also for the retention and value your attendees will walk away with.
The same can be said about the rest of your presentation, less can be so much more. Do not overextend the time to cram an extraordinary amount of information into the session. For example, you could consider doing a series to ensure you get all information across to your audience without overloading them with information or expecting your audience to sit through a 3hr presentation. This can assist in the retention of the information and better engagement from your audience.
Choosing the Wrong Presenters
The average American has an attention span of approximately eight seconds. That means you can lose your target audience very quickly if you choose the wrong meeting host, speaker, or presenter.
Some of your best team members may be better at expressing themselves through email or short presentations. If this is true, the best thing you can do when planning your virtual event is to choose a speaker who is comfortable in front of the camera and confident in their public speaking abilities.
Tailoring virtual event roles to play to your participants’ strengths means your attendees are engaged for the full presentation and there aren’t any awkward silences or attention-pulling looks from your audience that can ruin the flow of a meeting or lecture.
MMITC Can Help You Avoid Virtual Event Planning To-Don’ts
Meet Me In The Cloud’s team of professional Producers are skilled in the production of flawless online events and will ensure your next highly visible online event meets business objectives. Explore our event assist services and training offerings.
Whether you need training and education, event assistance, or other collaboration-based support and service, contact us today.