Over the past 60 days, our lives and our industries have changed tremendously. It’s perhaps a little more solitary, a little less certain but there’s also a sense of a change for the better. We recently launched our newest info campaign #GatherGreater and we’ve committed to sharing best practices and insights with you; our followers, our clients and our friends.
In that spirit, I scheduled a few calls and video chats with some of our favorite folks in the audio/visual and digital media world to pick their brains about the virtual event industry, the trends they’re seeing and which stumbling blocks they’ve learned from….
Mendie: “How can a client best prepare for producing an online event?”
Prime Systems: “This is a much different feel than a live audience event. Talking to an empty room will take some getting used to. You’ll want a full rehearsal to get used to the cameras and where to look, and what content looks like for that matter. You’ll want to gauge volume and how natural the audio sounds. … Always test livestream online to work out any bugs.”
Kulture: “You'll need to promote the event to make sure engagement is reached. Clear messaging, marketing and an all-in an effort to reach as many [people] as you can is vital to help with the success of your event.”
Mendie: When it comes to setting the stage for your event, are there any best practices we should share?
ITC: “Always use professionally fabricated stage sets! Matte paint finishes and use of fabric will reduce on-camera glare. We suggest that anything directly behind the speaker is kept somewhat simple or static to prevent distraction from the speaker. This goes for hard scenic or video wall elements.”
InnoVia: “We are working on a virtual meeting now that will look similar to a news broadcast room, with the main presenters acting as the anchors. This allows us to get creative with the stage design and really grabs the attention of attendees too. The fun thing about virtual is that you can get creative with the set without having to worry about 500+ people being able to see it in a large ballroom.”
Mendie: “How can a client prevent streaming issues?”
All: You have to have the right infrastructure in place regarding uploading/downloading speeds. To stream successfully, you must have a hardline ethernet connection with excellent upload/download speeds. Simly using a WiFi or 3G connection will not produce professional results.
ITC: “ALWAYS have a local video record going in the event of broadcast issues so you can repost later if needed. ‘Video on-demand’ (webinar format) is always popular.”
Mendie: “What are the advantages of hosting a virtual event?”
InnoVia: “Virtual events allow you to get creative. With an online-only experience, you can play with content formats, bring in additional speakers as remote guests, and engage your audience in a measurable way. Virtual events help you mitigate impacts to your business while providing a safe, enjoyable experience for your guests.”
Mendie: Do you have any favorite VE engagment methods?
InnoVia: “You can give away virtual prizes that participants can use like gift cards for movie rentals, meal kits, retail shops, etc. This gets everyone excited and motivated to participate in the polls throughout the meeting.”
Our partners have suggested platforms like Kahoot, Twitter, CVENT, Poll Everywhere and Slido to poll audiences for live interaction during virtual meetings.
Mendie: “What are some problems that can arrise with an event online?”
Kulture: “Zoom's popularity is certainly surging right now, but a vulnerability in these meetings is something known as "Zoom bombing". Bombing occurs when people are able to retrieve your Zoom meeting link or hack in, and display inaapropriate content. If you're unfamiliar with setting up virtual meetings, there are many ways [a partner] can help ensure the security of your virtual communication. ”
Mendie: “Have you produced any online events that stood out to you?”
Prime Systems: “I've been lucky to produce several online events with Ex-Presidents, CEOs, major Universities, Hollywood stars etc. but my favorite is probably a tech company roll out with Meritage Events in Austin. It involved quite a few challenges internally and required several communication patches around the country to interact with a panel in Austin. They focused on audience engagement, so the panel was in constant communication with different cities; answering questions and reacting to audience polls. They made what could've been a standard product rollout a fun streaming production for all their branches.”
Key Vocabulary:
RTMP: “Real Time Messaging Protocol.” The de facto standard for streaming. RTMP is a TCP-based protocol designed to maintain persistent, low-latency connections — and by extension, smooth streaming experiences. The majority of encoders today can transmit RTMP, and most media servers can receive it including Facebook, YouTube, Twitch, and Periscope. You’ll want to work with your tech gurus to make sure your RTMP streams doesn’t run into compatibility issues when it comes to playback on popular browsers and devices.
Embed Code: Embedding code allows client’s to feature their livestream on their own websites. This helps boost SEO and sends viewers directly to the client’s homepage for content rather than a 3rd party site!
Latency: (Aka. “lag,” “delay”) A typical livestream will have a 30-45 second delay from the live feed to the audience. If you’re planning on a Q&A portion of your program, this healthy delay is the reason it’s best to ask for participant questions in advance. With submissions in advance, your host or panel will have time to prepare thoughtful answers while chats or Q&A forums are monitored to add additional questions at the end.
While technical difficulties are a fear we’re used to grappling with, using a trusted technical partner is even more critical now. They are the keyholders to your content and the polishers of your image online. If you are looking for a great digital partner to create your next virtual event or you simply have questions about the “world of virtual,” please don’t hesitate to reach out!
Sincerest thanks to our friends and colleagues who participated in our Q&A!
