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It is easy to assume that since virtual events do not occur at a venue, they require less planning. In reality, they require far more planning.  This can be a costly mistake if a meeting planner or a company is new to hosting virtual events, especially if they are live.

Virtual meetings or events require more preparation, especially when it comes to rehearsing for them. Why? Most people have not presented or spoken at a virtual event. This sense of unfamiliarity can cause discomfort and anxiety around venturing into the unknown. Presenting or speaking at in-person events can be intimidating enough. Add in the technical aspect of running virtual technology, and this can be a deal-breaker.

Organizations will significantly improve their chances of hosting a successful virtual meeting when they follow the tips below for rehearsing it.

Educate Presenters and Speakers on the Technology

When it comes to the technology behind virtual events, even the most experienced presenters and speakers need a helping hand. This is why companies should designate their meeting planner or someone from their staff to educate presenters and speakers on how to use the platform.

Once the designated person is satisfied that the presenter or speaker has a basic knowledge of the platform, they should then ask them to run through the process using the same equipment they will on the day of the meeting. This is the only way to determine that the presenter or speaker has mastered the technology.

Test the Audio and the Picture

While this tip may sound obvious, its importance cannot be overstated. If the sound goes out at an in-person event, microphones can be swapped out, projection can be used, and other solutions can be implemented. If equipment for a slideshow goes down, a working machine can be borrowed.

None of these solutions will work at a virtual meeting because presenters, speakers and attendees are not in the same space. If the sound or the picture goes out during a presentation, the hosts must hope that the parties involved can restore it. Therefore, thoroughly testing the technology that runs the audio and picture is imperative.

Too much testing is never enough. Those running the meeting should test once, test twice, test three times…and then test again.

PRO TIP:
Testing for sound and picture should not be just limited to what’s seen on the screen.  Other factors such as Internet speed and consistency, for example, should also be tested.  It also is helpful to have a technical liaison standing by in case of a technical issue.  For example, if the Internet drops, can a phone hot spot be used as an alternative?  If the video starts freezing, can a simple login and log out restore the virtual session?  These are all crisis situations that can be considered and planned for as part of the testing process.

Rehearse on Screen

Rehearsing is essential for any performance, whether it’s a presenter, speaker, or performer.  However, not all performances translate well on-screen, and some presenters may be used to speaking before a live audience.  These can be challenges if not considered before the virtual event.

For example, a magician may need a full body shot, and this may need to translate well on screen.  Smaller objects, such as marbles, or translucent objects such as water may be hard to be seen on a screen.  Alterations may need to be made to the act before it can be brought into a virtual arena.

Another example is a presenter or speaker.  Sometimes a presenter may want more intimacy with the audience. In this case, a shoulders up camera angle may be critical.  On the other hand, a speaker who is used to making large hand and other body gestures may require a stage with proper lighting and a larger camera lens.

Prepare for the Technical Issues

Malfunctions can occur – at in-person and virtual meetings – even when every effort has been made to ensure the event goes smoothly. This is the reason why organizations should always formulate an emergency plan and share it with every party who is involved.

A reliable emergency plan accounts for technical glitches, people’s errors, difficulty joining or maintaining a connection by attendees and just about any other scenario that might reasonably occur. The plan should include a solution for all the issues presented. The information should be straightforward and easy for anyone to comprehend.

Rehearsals are as crucial for virtual meetings as they are for in-person meetings. When businesses follow the tips outlined above, they will position themselves to pull off virtual events that are engaging, educational and generate desired outcomes.

Uncertain times call for creative thinking. Contact Gavel International to be inspired with solutions that connect and engage your people.

 

Eloisa Mendez
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