3 Virtual Event Planning To-Don’ts

Jan 11, 2021 | Tips

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.

Overcomplicating Things

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.

Frustrated with your cloud collaboration tools?

Meet Me in the Cloud can turn your digital collaboration tools into productivity engines. At any point in your collaboration journey, we partner with you to fully adopt your preferred technology tools. We also offer customized training as well as virtual event assistance. We know more than just technology. It’s important to us that people fully leverage technology to empower themselves. To get started, contact our experts today.

Do you need help with your digital collaboration tools to maximize productivity? Meet Me in the Cloud helps your business properly use collaboration tools, like Zoom, Webex, and Teams, and empowers your employees to embrace cloud-based technology.

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