A virtual event is easy, right? You broadcast from a platform like Zoom onto the internet and it’s just like doing a Facebook Live. Well, that’s not entirely true. A true virtual event, just like in-person conferences or other events, takes a lot of preparation and planning to execute flawlessly. If you think that a virtual event is a good fit for your organization but are concerned about your budget, consider these reasons why they cost what they do.
Communication and Coordination
On the day of an in-person event, everyone involved is in one central location. That means team meetings are easier to coordinate as you can gather together. For a virtual event, this can become more complicated. Coordinating people online for meetings and continuously communicating throughout the conference or event can be challenging, which means a solution needs to be created and moderated.
Linking Multiple Levels of Technology
We’ve discovered over the last year of executing virtual events the complicated nature of coordinating multiple levels of technology. In-person, a single tech crew handles everything. But remotely, each person is accessing the conference with different computers and internet access. This can create additional problems with the quality of the programming or even the timing of certain aspects.
Comfort Level with Tech Tools
We also know that everyone coming to the table has a different experience level with the technology used. Not everyone is a computer whiz, and that’s okay. But it also means that our team may have to remotely coach someone through the process of accessing the tech and ensuring that everything works smoothly.
Audience Participation
Depending on the kind of virtual event you’re running, you may need to incorporate audience participation. For example, at a face-to-face conference, there are always several opportunities for networking and interaction. There may be breakout sessions or mixers to attend. Online, creative solutions can provide opportunities for attendees to interact with the organizers and one another.
Curveballs and Backups
We have learned that a virtual event is not linear. As much as we want things to run smoothly from the start time to the end time, they don’t. But we have to be prepared so the audience experience is not negatively influenced by technical difficulties, challenges with programming, or other interruptions. We have to create “just in case” options for any curveballs thrown during the live event.
Rehearsals and Tests
To minimize problems when the event is live, rehearsals ahead of time are imperative. Unlike an in-person conference where practicing a speech in front of a mirror might be enough, we have to ensure that all the moving parts work together for a seamless experience. We need to test everything to make sure the technology is working together, and then we still may run into problems during the show.
All of these aspects add up quickly. What seems like it can be an easy plug-in to replace in-person events becomes a complicated experience. But on the flip side, these virtual events have proven rewarding for many organizations. We expect to see continued use of virtual events as it can mean these activities are more accessible and affordable for the attendees than in-person counterparts.
The price of your virtual event will depend on several factors. Check out our services and email me at mo@aaramaba.com to discuss your event.
