Top 5 Essentials for Delivering Engaging Virtual Conferences

Tuesday 2 February 2021

With ongoing uncertainty as to the timing of our exit from what we all hope to be our last lockdown, delivering engaging online conferences will be at the very heart of successful internal communication for many months to come. Help is at hand with our quick guide to effective virtual conferences. 

With so many online meetings in an average week, it is essential to elevate your next virtual conference above just another video call. In many ways, virtual events offer greater creativity and allow for extensive branding and theming at low cost, with customisable platforms and additional activities to keep your delegates engaged. With a virtual conference, the possibilities are endless and we work closely our experienced colleagues at Story will design and deliver an engaging bespoke conference to match your specific event objectives.

We are offering the option to build your own bespoke package, where you can select from a number of different options of filming, platform, technical support and emotive extras to build a virtual conference that is right for your company.

Whatever the eventual content, here are our five top elements for delivering engaging stand-out virtual conferences.

FILMING LOCATION

Delivering high quality video and air content, whether live or recorded is key to the delivery of strong and credible messaging.

Recording from home:  We will ensure each speaker’s system is configured properly by delivering higher-quality camera and audio equipment and guiding them through backgrounds, lighting, Internet speeds and camera framing.

Story Studio:  Our very own studio based in London Bridge, providing configurable space to film, stream and edit your live and recorded content.

Venue Studio:  Story will source creative studio spaces out of unique venues, allowing you to fully immerse yourself in the creative potential of the event. These could include smaller hybrid live audiences when permitted.

PLATFORMS

At the very heart of a successful virtual conference is an engaging and interactive platform, so choosing the best one to suit your brief is essential (and similar in importance to selecting the best venue for live conferences).

Broadcasting:  The core focus for broadcast events is the content and delivery. Delegates can use chat boxes and polling can be added but they have limited interactivity and networking time allocated.

Interactive:  These platforms facilitate many features that we are used to at physical events like; exhibition stands, round table discussions, networking, breakout rooms and one to one meetings.

TECHNICAL SUPPORT

As with all live events, the virtual space is not spared from technical challenges, so having a team of online experts on hand to manage the speakers and processes is an essential part of delivering seamless online events.

Remote production:  This allows speakers to use their own equipment at home whilst streaming in to our central control room, entirely remotely, where we can control what participants can see.

Basic:  Includes a single camera and microphone system with up to 4 remote SD video inputs and basic lighting.The inputs are processed through a basic controller with the output streamed on to the chosen platform.

Advanced:  Includes a two camera and mic system with up to 4 remote HD video inputs and three point lighting. The inputs are processed through an advanced controller for split screen or green screen with the output streamed on to the chosen platform.

EMOTIVE EXTRAS

Whilst it is possible to deliver virtual conferences without third party support and content, the are several touches and ideas that elevate these events above the normal Zoom to Teams environments:

Guest speakers:  Elevate your virtual event with motivational talks, workshops and Q&As with industry leaders or well-known personalities.

Gifting:  Engage your delegates and colleagues with bespoke selected added extras delivered right to their door.

Team activities:  Choose from a multitude of virtual team activities and fun competitions to entertain and bring delegates together, using experienced  third-party suppliers and break out rooms etc.

Wellbeing programmes:  Include activities that will motivate and enhance the wellbeing of your delegates, with a focus on both physical and mental well-being.

REGISTRATION AND DELEGATE MANAGEMENT

Having an effective online registration system is key to early engagement and attendance.  Automating this element improves efficiency and accuracy in collating and managing RSVPs.  The Story team use their own dedicated and secure system providing you with regular feedback on confirmed numbers, delegate queries and an automated e mailing system to selected audience categories.

AN EXAMPLE VIRTUAL CONFERENCE MIGHT INCLUDE:

- An 8 hour virtual conference
- Bespoke registration system
- Interactive platform and advanced production
- Filmed at Story Studio and live streamed on virtual platform
- Breakout seminar sessions
- Lunch break with artisan gifting options such as water bottle, notebook, snacks
- Interactive activity in teams
- Inspirational keynote speaker
- Networking drinks with fun/team activity
- Story's full Event Management services.

Whether you would like to hold a virtual conference afternoon, full day or even week, our creative team will be on hand to help you every step of the way. Get in touch today via email or call us on 0207 870 9305.