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Prepare Your Speakers For Your Virtual Event

Prepare Your Speakers For Your Virtual Event

Even the best speakers tend to feel nervous before they need to get on stage and if they are not used to virtual events, then they might feel more so. So, as the virtual event planner, you need to prepare your speakers and ensure that they are comfortable for the big day.

One of the reasons why virtual events can be successful is the level of engagement that they are capable of bringing. And a major contributing factor to it is the quality of speakers and the content that they present. If it is creative, interactive, and holds the attention of the audience, that’s half the job done.

Keeping the above in mind, here are a few easy tips that you can use to prepare your speakers for your next virtual event.

1. Be in the know

Before you approach your speakers, let them know all about your event and how you intend to host it. If possible, carry a brochure or a presentation that explains the event and the virtual event you’re hosting. Once you have their buy-in, spend some time helping them understand the tool. Do a couple of demos and then ask them to use it for themselves and practice their segment on it until they feel comfortable.

Remember, your speakers should know how to share their screens, take chats, switch modes to games or polls, etc.

2. Make it fun

One of the best virtual event ideas is to be creative. It always works! Creativity is the best thing a speaker can possess because that will make their content all the more consumable. So, let your speakers know that since the audience is virtual, they should consider making their content more visually appealing and interactive.

The speaker has plenty of engagement tools at their disposal to make their segment more fun-filled onn platforms like Hopin, vFairs, Almond Virtex, Airmeet, Hubilo. So, advise them on how to use it and ensure that they do.

3. Be inclusive

Before you enter into an agreement, let your speaker know that the audience is going to be wide. This will allow them time to prepare for a large and diverse audience. Make sure you work closely with them on this because there will be people from different cultures and backgrounds and you want your event to be meaningful to all of them. A common blunder to overcome in your next virtual show is being oblivious to the cultural norms in different countries.

4. Be clear and audible

Surprisingly, speakers can be very fast when they talk at a virtual event. One of the main reasons is that they can’t ‘see’ their audience and so can’t gauge their reaction. So, let your speakers know in advance that they have a certain duration of time for their presentation and that they should utilize it completely.

Dry runs here might help. Listen to the speaker and if you think they’re going too fast, ask them to pause, take breaks, or include more interactive games in their segment.

5. Feel your audience’s pulse

Sometimes during virtual events, it may be more difficult for speakers to look at audience questions and respond to them. If they are well-prepared and well-versed with the platform, this may be avoided.

Your speakers should be able to promptly address questions from the audience through the chat feature on your platform. If for some reason, they are unable to do so, you could deploy a moderator who could take 30 seconds to a minute at the end of every slide to make your speaker address questions.

A well-prepared speaker can really change the entire rhythm of your event to make it exciting and rewarding for its attendees.

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The 2022 Guide to Event Data and Reporting

The 2022 Guide to Event Data and Reporting

If you’ve worked with any virtual event planner, they’ll tell you that the end of a successful event is only the beginning. It is the beginning of your careful post-event analysis, data-driven decisions, new marketing channels, and the planning for your next big event.  

Your internal stakeholders are very keen to get their hands on certain metrics like the quality of feedback, the NPS, sponsorship revenue, engagement levels, etc. They understand that the success of your event truly lies in these statistics. 

So, how do you go about measuring this data and reporting it? We are here to help you with event data and reporting for any type of event: virtual, hybrid, and in-person! 

What Is Event Data And What Is Its Value?

It is important to understand the data and metrics that your online event platform provides so you can make business decisions based on them. There’s a lot you can do with data- from revising registration timelines to changing the timing of your polls in the event. But you need to know what data is available to you. 

Most platforms will provide the following 

  • The number of registrations 
  • The number of attendees 
  • The average time spent 
  • The number of visitors 
  • Net Promoter Score (NPS) of the event 

On platforms like Virtex, you can also get data on the questions asked during a Q&A, the responses to polls, the most engaging games, or sections of the event, and so on. 

Using Data For Pre-Registration Decisions

Now that you have this data, how can you use it? If you find that there is a marked difference between the number of registrations and the final number of attendees, then you know that you have not promoted your event enough and will need to work harder in that area. 

The registration data itself can give you a lot of information about the attendees. It can tell you where they registered from, who hasn’t registered (if you have a list), etc. You can use this information to re-send invitations to the ones who haven’t registered. 

Similarly, if you have put up your event on social media and have sent your emails to an open list of invitees, make sure to have Google Analytics because it will help you track the source of registrations, the timing, and so on. You can plan your next set of pre-registration activities accordingly. 

Using Data During The Event

Want to know the benefits of using event analytics? They will help you decide the timing and flow of your event. For instance, your analytics dashboard can reveal how many people are in a certain ‘room’. This is a good metric for you to know when to start your event. 

Similarly, you can identify which attendees are in the lounge, who’s in the exhibitor booths, and who’s asking all the questions. You can then send personalized messages or make group announcements for these attendees. 

Even sponsors can benefit from event data. If you notice that certain sponsor booths are not receiving enough visitors, you can introduce a special segment within the event for your sponsors. This way you can make the most of your sponsorship revenue. 

Using Data After The Event

At the end of it all, you are going to need a report to understand what worked and what needed further enhancement. Typically, marketers and sponsors are likely to need this report the most. But, it can also help the sales teams to plan their follow-throughs better. 

The report can also be sent over to external stakeholders, especially key clients, partners, and certain big-ticket prospects. Here again, the right online event platform will provide you with data that can enrich your report even further.  

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