Category: Blog

6 Ways to Work with Remote Speakers for Virtual Event Success

how to manage remote speakers for virtual events

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The sudden shift to virtual events has created many challenges for planners – especially when it comes to managing remote speakers.  In fact, the virtual event environment has made the whole process of speaker presentation and management more difficult, both in terms of providing value to attendees and meeting speaker expectations. But, just how difficult is speaker engagement when it comes to virtual events? And what can you do, to work effectively with your speakers?

Here we highlight six ways to help you. Let’s take a look.

1) Co-Create Speaker Content  

Whilst speakers will develop their content for your virtual event, you need to see it as well. It could be that speakers are unaware of the subtle differences between delivering content at an in-person event to delivering content to your virtual attendees. The design of sessions is super important if you really going to engage your audience.

For example, attention spans are a lot shorter online, we experience screen fatigue – and of course, a speaker cannot ask delegates to do the ‘turn to your neighbour and discuss’ exercises.

Some speakers will be presenting for the first time and will welcome your help. Your co-creation could be as simple as requesting they reduce the number of slides. Go through their presentation if they have one and see how you can help make the content more interactive and more engaging.

Expectations of virtual delegates have been increasing rapidly since Covid-19 hit and it’s important that your speakers deliver content that makes a difference.

On-Demand Webinar: Virtual Events – 10 Ways to Keep Your Attendees Engaged!

2) Explain the Tech          

Speakers should be asking you about the tech you will use. If they don’t, it may be a sign that they may not understand what happens at a virtual event. That in itself is a red flag and will indicate just how much virtual ‘hand holding’ you will need to do.

Let them know if they will be able to see your attendees. Some companies want speakers to see attendees, other companies don’t. In some instances, this may be decided for you by compliance protocols, in that, only certain tech platforms can be used.

All event tech platforms are different. Some are more advanced than others, some have better data security than others and some are more user friendly than others. It’s important that the speaker understands the platform. Does it allow for them to easily upload their content? Does it have the functionality for polling and questions already built in?

Related read: Choosing a virtual event platform – how to get it right!

You may be using an event tech stack that you have stitched together. That is fine as long as you know what it does and if there are any gaps. You cannot explain to a speaker what they can do with the tech, without a clear understanding of what the tech you are using will do.  Some virtual event tech providers like Eventsforce offer added support through partnerships with A/V companies that provide all the tech support that remote speakers need – from briefings and preparing presentations to testing and rehearsals, managing transmissions, studio hire, speaker green rooms and so on.

3) Emphasise the Importance of Time    

Whilst at an in-person event, speakers may be able to stretch the timing. But that is not the case in the virtual world. Remember your virtual audience will be tuning in to see what they need as specified in your programme and they will expect you to be on time.

Letting time run away is a big mistake. You need to be in control of time, not be governed by it. After all you are making a production. Think of a TV show and you will understand why timing is critical. The News at 6.00pm comes on at 6.00pm and finishes on time every time. You need to deliver the same exacting attention to detail.

If speakers want to include questions and polling as part of their session let them know how much time is available for this. You need to allow time for the question to be read, for attendees to respond and then for the results to come in. Often polls are done really quickly which is a shame. Allowing sufficient time for polling will give you a greater return. At the #GMIDgoesvirtual event in April 2020 more than 7,000 delegates voted in a poll and the session still kept to time.

Just be clear with your speaker that the session ends according to the programme and not a second later.

4) Fully Brief your Speakers   

Some speakers are getting used to the complexities of speaking in the virtual space. So the more that you can provide useful event speaker information to them, the better.

Essential to this is for you to re-iterate what you have agreed with them already. Make sure you cover all the basics as you would for an in-person event but also be super clear on audience participation activities that are or are not possible.

Let them know what discussion with attendees actually means. Will they speak and be heard or will they speak by way of submitting an online question or comment?

You may wish to provide some screen shots of the platform the speaker will be using to give them a quicker ease of familiarity. Let them know what to do in case they get cut off because their connection drops. Who do they call and what number do they dial? Remember, the event will be live so you need to seamlessly get them back on track without too much fuss.

It is up to you how much of a briefing you provide. But with virtual events, the golden rule is that you need to provide as much detail as you can. Put your speakers at ease because there is more complexity involved than at an in-person event.

5) Insist on Rehearsals          

When working with remote speakers, make it clear that you will be carrying out a rehearsal(s) before you go live. And make it clear that a rehearsal is not negotiable – speakers need to be there. Virtual events demand more attention to detail and hence rehearsals play a vital role in the success of your event.

Your speakers, host, tech team and everyone else playing a role has to know what to do and when to do it. They also need to know what to do when things go wrong.  And they will.

Go through the running order from top to bottom. Don’t make the fatal mistake of just talking through what will be happening. It’s not enough. You need to rehearse everything.  Then you can work out where the challenges are. You can discover what is working well and what isn’t. This enables you to adjust to improve for the live production.

How do your speakers look on camera, where they are positioned and what background are they using, are just a few of the things that you need to check out. You can adjust sound, lighting and scripting at the rehearsal stage. But once you go live, you are live and you cannot start again.

Run the rehearsal fully, check all the slides, play the videos and take it seriously. You will get better results and greater engagement from your audience.

6) Maximise the Opportunity    

Working with speakers is a two-way street. They want to share their knowledge, insights and experience. And you want all of that, because it is great content for your attendees. But rather than just have the speaker deliver their session and leave, there are other ways in which you could maximise the opportunity. After all, a lot of effort has gone into getting everything in place and working correctly so don’t let them go, just yet.

For example, their session has ended but you could do a Q&A with them immediately and use that later in your programme or as on-demand content a few months after the event.

Whilst you have the speaker, make the most of them.  It will benefit both of you. And it means you can keep providing relevant and valuable content throughout the year to your community.

Conclusion – You Are the Programme Producer   

Working effectively with your speakers means that your attendee engagement levels are likely to increase. This in turn should mean a stronger ROI and that would be a good result.

Getting the programme absolutely right takes skill and experience. You will be acutely aware that too much content is likely to lead to your delegates to look for escape routes of session changes, lunch and comfort breaks. However, too little content and you run the risk of them deciding there is not enough for them to take the time to participate.

It’s a fine balance that you need to deliver and that is where good design skills will help. This is why it’s critical that the speakers deliver precisely what you need. Directing your speakers may feel uncomfortable at first but it is necessary. After all, you are not stage managing an event, but creating a virtual production. Therefore,you need to take control as a producer and not as a planner.  A number of speakers will be happy for you to direct them. If you both communicate clearly you will be well on the path to producing a very successful virtual event.


Running Virtual Events?  Save the time and stress of managing your remote speakers and deliver high-quality audio and video content using Eventsforce Virtual Content Delivery (VCD). Book a demo or get in touch with the team to see how we can help!

Insurance For Virtual Events – What You Need to Know

virtual event insurance

Need tips on running successful virtual events? In your inbox, every week.  

With more and more events making the switch to virtual, event organisers today are having to deal with a whole new set of considerations and risks. Many of the risk factors involved in running in-person events still apply to virtual events – but there are also many other things organisers may not have considered before.

We spoke to the experts at Event Insurance Services to understand more about the top insurance concerns around virtual events and what key areas organisers should think about before taking their next event online.

Coverage for Virtual Events: What Do I Need?

Events have always required comprehensive insurance policies. With so many different cogs turning at once, and so much going into a single occasion, there’s a lot that can go wrong. With virtual events, the situation isn’t all that different. But the core insurance policies required are. Here’s why.

Virtual events require their own specific insurance policies, which differ from the ones that would’ve ordinarily be taken out for traditional, live events. Some aspects of live event coverage are redundant when an event goes online. For example, public liability isn’t usually needed as this covers risks involving damage to third party property or persons. Something which is unlikely to occur as a result of a virtual event.

Some aspects of cancellation policies might not be required, either. For instance, virtual events are seldom cancelled as a result of bad weather, so this can usually be safely removed from policies.

Employers’ liability remains a statutory requirement for all companies and organisations, however. Any company organising its own virtual event would still need this coverage, but this is something that professional companies should already have in place, so it should not be cause for concern.

On-Demand Webinar: Virtual events – 10 ways to keep attendees engaged!

Knowing the Risks Involved in Virtual Events

Virtual events might, at first glance, appear to be a relatively risk-free exercise. But that isn’t necessarily the case. In fact, virtual events can fall foul of certain exposures, and if these situations do arise it can quickly mean the end of the event.

Typical risks involved in organising a virtual event include lawsuits, especially in the case of virtual athletic events and other online sports. Other problems might include no-shows. If a virtual event’s main draw is a speaker, and the speaker then isn’t available on the day, then this can be devastating for all involved.

Transmission disputes are another key concern for virtual event organisers, and these are hugely important. If any problems arise during transmission resulting in inadequate sound, video or both, then ticket holders could soon be clamouring for refunds.

Contingency Policies: What are They and Do They Apply to Virtual Events?

We often hear talk of contingency policies in relation to live events, but these are now being adapted to meet the needs of virtual events.

Contingency policies designed for online events tend to target the subject of transmission failure, particularly if this results in the disruption or cancellation of an event. These policies are now proving vital for large-scale, paid-for virtual events, such as corporate conferences, comedy shows and online gigs.

No-Show Speakers

Speakers have always been one of the main attraction of conferences and events, and this hasn’t changed as a result of the switch to virtual events. If anything, it’s become even more important.

For many events, the speaker is absolutely key to the entire occasion. If the person in question isn’t able to speak, the entire event may need to be cancelled or postponed. So, it’s vital that policies are secured in advance to protect organisers from the financial repercussions of such a circumstance.

Historically, insurance coverage for live events has tended to include clauses to protect against speaker cancellations and no-shows, so these policies may well still be applicable for virtual events. But it’s worth looking into whether or not any agreed policies cover no-shows for online events, and if any additional coverage is required.

In most cases, contracts signed with speakers will also include clauses protecting against cancellations or no-shows on the day of the event.

Cancellation Insurance

Traditional event cancellation insurance tends to cover a whole range of factors which could cause the cancellation of an event, from damage to the venue to bad weather. Other risk factors covered usually include threats posed to the venue itself, and threats targeting the audience. Of course, for virtual events none of these exposures will apply, which means that traditional cancellation insurance isn’t ordinarily required for such occasions.

Transmission Failure Insurance

The quality of transmission is a huge concern for those organising virtual events, and it’s vital that insurance policies properly protect against any issues relating to this.

Transmission failure insurance is a relatively new form of coverage, which has emerged in response to the upsurge in online events we’ve seen recently. The coverage comes into play if an event is cancelled or disrupted as a result of any transmission failures, whether they cause short hiccoughs in live streaming or the complete collapse of the transmission.

Policies relating to transmission failure provide financial protection from the impact of first-party losses, such as organisational costs, expenses and revenue ticket sales.

Read: 7 ways events will change in a post Covid-19 world

Event Liability Insurance

Event liability insurance applies to virtual events, just as it would to live ones. Accidental damage and injury can occur in some virtual events, so it’s worth looking into the risks involved in this and making sure your event is properly covered.

Virtual races are a potentially risky occasion, and will therefore require full event liability insurance. Public liability insurance may also be applicable, particularly if organisers are concerned about potential third-party damage.

Virtual Event Insurance: Best Practices

Getting the correct insurance coverage is a vital part of organising an event, and this hasn’t changed with the switch to virtual events. While virtual events do have fewer exposures than large-scale live conferences, festivals and gigs, they aren’t without their risk factors.

Insurance policies for virtual events should therefore be written with online events in mind, ensuring that they provide full coverage for the specific risks that apply to these occasions. It is, of course, entirely possible to hold some virtual events without insurance in place. But we would never advise this!

With the huge amount of time, effort and money that goes into organising a virtual event, there’s plenty that can go wrong. And if things don’t go according to plan, insurance policies can potentially save the day. So, make sure your next virtual event is fully covered and protected from every possible risk. That way you’ll be free to unleash your creativity and put on a next level virtual event, safe in the knowledge that every possible outcome has been planned for.


Considering virtual events?  Eventsforce VCD is a fully integrated virtual event platform that can support you with registration, live streaming, remote speaker management, networking and engagement with virtual sponsors and exhibitors. Book a demo or get in touch with the team to see how we can help!

How to Choose the Right Virtual Event Platform

how to choose a virtual event platform

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For many event planners, running virtual events or events with some virtual element to them (hybrid) is something they’ve being doing for years.  But for many others, it is completely uncharted territory. In fact, a recent poll from Eventsforce found that more than 50% of event planners don’t feel they have the skills they need to run successful virtual events.

And it’s understandable why many feel this way. Running good virtual events requires a more extensive skills set from event planners – from filming and broadcasting to writing scripts, moderating and so on.  It also means dealing with technology in a new way too – especially when it comes to virtual event platforms.

Virtual event platforms can come in all sorts of shapes and sizes. What might seem like a good solution for one event may not work for another.  So how do you choose the right one?

Based on recent discussions we’ve had with clients and other organisations pivoting to virtual events, have a look at some of the key things all virtual event platforms need to do to help organisers make the most of their technology investment:

1) Future-Proof Your Investment

Before we go into the specific functionality and features you need to look for in a virtual event platform, there are a couple of important things organisers should take into account when considering investment in a new platform.

  • Hybrid events are on the rise – some organisations have been doing them for years. Some not as much.  What is clear is that hybrid events that combine both in-person and virtual experiences will slowly become the norm as we make our transition to a post COVID-19 world.
  • In-Person Vs. Virtual Events – Having a system that allows you to manage your in-person and virtual events within the same platform is really important so that you can get the ‘big picture’ overview you need on all your events.

It then makes sense to use an event management system that not only supports your virtual events – but one that allows you to support all your events on one centralised data platform: Virtual, in-person or hybrid.  This will ensure your investment can support your events now and in the future.

Related read: 7 ways events will change in a post COVID-19 world

2) End-to-End Event Management

Whether you’re hosting online sessions or a full-on multi-day virtual conference, it doesn’t make sense to ditch your traditional event management tools.

You still need a system that allows you to manage invitations, registrations, agendas and payments.  You still need a system that allows you to collect all your attendee data in one place.  So it makes sense to invest in a tool that allows you to do all this – as well as provide the virtual event platform itself.  It will save you time and money too.

Even if you end up using two different systems, it’s critical that the virtual platform can easily be integrated with the other tech tools you’re using around your events so that data is easily transferred from one system to another.

3) Ease of Use

Let’s now look at the virtual event platform itself.  This is the platform your attendees, speakers, sponsors and exhibitors will log into and use to take part in your online event.  In many ways, it’s like the new venue of your event.

As the organiser, you want a system that is simple to use and relatively easy to set up.  At the same time, you want to make sure it has a clean, user-friendly interface that makes things easy for your attendees too. Remember that most of their event experience will be on this platform and you don’t want them wasting time figuring out how to make the tech work.  It’s already a lot more challenging keeping people engaged in an online setting compared to an in-person one – especially when they haven’t paid for attendance too.  So don’t risk it.

Think about the user journey and try and make the path from one area of your virtual event to the other as smooth as possible. A lot of people will also be logging into your virtual event platform through different devices (especially if your event goes on for some time), so you need to think about how it’s going to look and work on different screens.

4) Ability to Customise

There are many aspects to think about here but one of the most important elements of customisation is branding.  Being able to integrate your organisation’s branding and messaging throughout the virtual event platform will help create a consistent experience for your attendees.  So look at what kind of customisation options are offered by the platform so that your websites, registration forms, delegate emails and the virtual environment itself all follow the same branding guidelines. Find out how flexible the customisation can be for different events – for example, a medical conference is going to have a different look and feel to a gaming conference.

You also need to consider the way the platform helps attendees customise their own experience.  So having the ability to personalise schedules, meetings and agendas is one way.  You could make some sessions visible to some people (ex. VIPs) and some to everyone.  Look at what customisation options the platform offers and decide what makes sense for your events.

5) Support Live & On-Demand Content Delivery

It is important that your virtual event platform allows you to stream both pre-recorded and live content – whether it’s your keynotes, panel sessions, debates, workshops and so on.  Some say that pre-recorded sessions don’t attract the same type of engagement as live content but each of these formats have their own set of advantages.  Live broadcasts, for example, offer the advantage of interactivity with the audience.  You can feature multiple speakers and you also have the ability to run Q&As, conduct live polls and so much more.  At the same time, a pre-recorded video of your keynote may work a lot better as it allows you to edit and refine the presentation and eliminate the risk of last-minute glitches.

It is also important that your virtual event platform allows you the facility to playback all your live and pre-recorded content and make them available on-demand once the session or event is over. It extends the life of your content and makes it available to those unable to attend.  It helps with monetisation too – which we’ll look at a little later on.

6) Audience Engagement Tools

We all know how remote attendees can have a lot more off and on-screen distractions to deal with than those attending conventional face-to-face events.  There’s also the issue of shorter attention spans and what many people now call ‘Zoom Fatigue’.  In the months since the start of the pandemic, people who could make it through a day of in-person meetings with minimal issues have found themselves incredibly drained by a full docket of video calls. And this is something you need to bear in mind when running events online.

The topic of attendee engagement in a virtual environment is a big one – and something we cover extensively in this eBook on virtual event engagement.  However, when it comes to choosing the right platform for your event, make sure you ask the vendor what tools they offer to facilitate engagement with your online attendees.  Think of things like chat rooms, forums and virtual breakout sessions – as well as in-session tools like Q&As, live polling, social sharing, quizzes and surveys.  Find out what flexibility you have in using these features – as too many can sometimes have a negative impact on the experience if they are not necessary for your event.

7) Connections & Networking

This is another big one and closely associated with keeping attendees engaged.  Most people attend events to learn and make valuable new connections.  The virtual environment is no different, but it does create some setbacks when it comes to face-to-face meetings and networking.

For networking, discussion forums or live chat feeds are obvious solutions; but as human beings, we gain so much information and emotional connection from being able to see someone’s face as we talk with them. The ability to have live video calls within your virtual event platform, either one-on-one or in a group, is a great way to replicate some of the value you would get from an in-person event. Some platforms like Eventsforce VCD also use smart technology so that attendees can get automatic recommendations on contacts and companies that best match their interests.

8) Engaging Sponsors & Exhibitors

With the loss of live in-person events, monetising virtual events is becoming a really important issue for organisers.  And it can be done in many ways, including ticket sales, bookable items like access to on-demand content, virtual exhibitors and sponsorship.

The process of sponsorship for virtual and hybrid events is no different to physical events. What does change is the fact that you have new elements for sponsorship.  At a virtual event, there will not be a need for lanyards to be sponsored or tea and coffee breaks and so on. But there are different opportunities with online events and maybe the lanyard sponsor would be happy to sponsor one of the educational sessions or use banner ad campaigns to target specific attendees.

Related: How to manage sponsor and exhibitor expectations around virtual events

The ideas you can use are endless – but you need to make sure your virtual event platform has the tools that allow you to deliver these ideas and make them appealing to your sponsors too.  If you can see the ROI, so will they. For example, having the ability to sponsor on-demand content increases their visibility long after the event.  Something that can easily be overlooked – but a big selling point and is worth money.

The same rationale can be applied to exhibitors too.  There is a varied choice of virtual platforms that cater specifically to virtual trade shows and exhibitions. Again, you need to look at your event and see what it is you actually want to achieve.  However, if you’re looking for something simple but effective, you can look at a solution that allows exhibitors to participate in the event through virtual booths. Or go with something that offers a bit more. Here is an example of a guide from Eventsforce which outlines exactly how their virtual event platform can be used by sponsors and exhibitors.

9) Integration Capabilities

Whether your virtual event involves simple webinar-style sessions or a full-on multi-stream conference, it is likely that you’ll have a number of other systems you’ll be working with, as well as the virtual platform itself. Either way, it would help if the platform plays nicely with all the other systems you’re using or the integration process will be a nightmare.

For example, you may want to use your own registration platform driven from your own website.  If this is the case, then it’s important to know if the virtual platform you’re considering allows you to integrate your registration platform. Or maybe you’re using an app alongside your virtual event and you need to make sure that any changes you make to your agenda are updated automatically in both systems?

Dealing with a system that minimises integration issues can be a big advantage.  Not only will it save you time in terms of data transfers and getting things done, but it will also create a much smoother event experience for your virtual attendees too.

10) Data Management & Analytics

Analytics and reporting are important to any type of event. Why? Because the data helps you determine your event’s success and figure out what improvements you need to make in the future.  The captured data is also one of the main incentives for your sponsors and exhibitors to keep putting money in your event. Depending on the depth of information you want to extract you could also look at data on what attendees downloaded, which exhibitors and sponsors they interacted with and a lot more besides. Again, tools like Eventsforce VCD can help you do this easily.

Knowing what type of data your virtual event platform can collect, what reports it can help generate, but also that the data is held in a secure and compliant environment is of vital importance.

Conclusion

As well as all the points highlighted in this article, it’s also key to emphasise the importance of support. Many organisers will be running a virtual event for the first time, and it is important you feel comfortable working with your virtual event platform provider.  Will they help with the set-up?  Is there an onboarding process?  What about support on the day of the event? Do they have other add-on services that can help with things like AV requirements and remote speaker management? Make sure their support options are clearly described and a single point of contact provided – so you won’t be wondering who to call if you need help at any time.

It’s also good to know where the vendor plans to take their product in the future.  What is their product development roadmap?  Will they be adding new features and integrations?  Will they target specific types of events?  Knowing these answers will help you decide whether the solution is going to be a good fit for your events in the long-run and give you a much better return on your investment.

As a final note, do not rush the process.  Remain objective and involve the right people from your organisation – right from the start.  Get stakeholders involved too – their opinion and feedback will be important.  Ask questions and discuss workarounds and you’ll find the whole process will go a lot smoother than you thought possible.


Considering virtual events?  Eventsforce VCD is a fully integrated virtual event platform that can support you with registration, live content delivery, networking and the ability to build lasting relationships with your attendees online. Book a demo or get in touch with the team to see how we can help with your virtual, hybrid and in-person events.

How to Manage Sponsor and Exhibitor Expectations Around Virtual Events

Sponsorship for virtual events

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The dramatic shift to virtual events has created all sorts of challenges for planners. From rethinking agenda design and dealing with new technology to finding interesting ways to keep people engaged.  The new virtual event environment has also made the whole process of securing sponsors and exhibitors a lot more difficult – both in terms of providing value and managing expectations.

It’s important that your sponsors and exhibitors understand that even if your event is now taking place in a virtual setting – there are still plenty of opportunities for them to invest, be creative and get the same kind of return they get from in-person events.

With that in mind, let’s take a look at some of the key things you need to do to get the buy-in you need from these important stakeholders:

1) Understand What They Want

Virtual events are different to in-person and hybrid events. It’s an obvious statement but one that is worth bearing in mind when discussing opportunities with potential sponsors or exhibitors.  You need to understand why they want to be associated with your virtual event.

For example, there is a big difference between running a virtual event that has a goal of drawing in new delegates as opposed to producing a virtual town hall meeting that provides updates to existing clients. Why would your sponsor and exhibitors want to be in front of your delegates? Do they understand who your delegates are likely to be? Once you understand that, you can move onto what success would look like for them. Listen to them closely because at the end of the event they will judge you on whether they succeeded in getting a strong ROI.

Whilst delegates at in-person events can easily step past exhibitors or sponsors that are of no interest to them, it’s not the same when in a virtual environment. The delegates have no choice and that is why getting the promotion just right is super important. Whilst a sponsor may want lots of exposure, if it is too much the delegates will just turn off.

2) Understand the Event Tech  

The next step is to understand what you can deliver. This is massively different to what you would like to deliver. Failure to be clear on this will be a problem.

All event tech platforms are different. Some are more advanced than others, some have better data security then others and some will be more user friendly than others. And this is isn’t just about delegates being able to use the platform, it is also about how user friendly it is for sponsors or exhibitors to upload their content, book meetings and so on.

On-demand webinar: Choosing a Virtual Event Platform – getting it right!

You may be using an event tech stack that you have stitched together. That is fine as long as you know what it does and if there are any gaps. You cannot offer a sponsor or exhibitor proposal for a virtual event without a clear understanding of what the tech you have chosen will do. Here is an example of a useful guide from Eventsforce which outlines exactly how their virtual event platform can be used by sponsors and exhibitors.

3) Pitch Your Proposal

When you know what your sponsor and exhibitors would like and what your platform can offer, you can get down to offering a deal. This is the point at which the magic happens. This is the point at which you need to put on your creative and commercial hat. Keep in mind that you want your sponsors and exhibitors to benefit but you don’t want to deluge your delegates with too much promotion.

Some virtual event platforms like Eventsforce VCD can help with revenue generation around your virtual events by offering sponsors and exhibitors value in different ways.  You can create tiered packages with different branding, networking, thought leadership and exhibiting opportunities, whilst giving you all the control and insights you need as an event organiser.

Have a look at your programme, which sessions work better for certain sponsors? Think of the subjects being discussed. For example, a session on new developments in hybrid events would be a good opportunity for a provider of a web streaming service. For exhibitors, take a look at your event data and match exhibitors with delegates who have expressed interest in certain products and services. This information usually comes from the data registration collection. Get as personalised as possible. It will help both delegates and exhibitors.

4) Communicate Clearly

When your proposal has been accepted and the agreement is signed, the hard work really begins. You have to make the most of your relationship and that means staying in touch and being on hand to deal with any questions.

You also need to be able to prompt your exhibitor or sponsor into playing their part too. For example, they will need to send you their information for you to upload to ensure they become visible to your delegates. Or maybe they can upload it themselves. Whatever the method, you need to ensure that the task is done.

In addition, provide them with dates of any pre-networking or invitations to meet delegates outside of your virtual event. Make sure they don’t miss out on these and other similar opportunities.

Just be easy to deal with and answer their questions on time. You don’t want to be the planner that was only interested until they signed and then walked away. With virtual events you can never do too much ‘hand holding’, it’s just not possible.

5) Come Up with New Ideas

Event tech doesn’t stand still and neither does the creative thinking of event planners. As nothing is static, keep thinking about what you could offer. Are there new features on the platform? Have you now introduced a session or speaker that your sponsor would like to be seen alongside? Are there opportunities for them to sponsor your on-demand content post-event? What is the extra value you can offer? Don’t be shy. Clients can only say no after all but often they will be more impressed with your proactive thinking and that will make you stand out from other events that they sponsor.

Encourage them to provide specific offers for your delegates or ask them to reveal something that no one has seen yet. Churning out the same material as is already on their website is not terribly exciting. Even talking through these ideas of how they present their content and brand could enable you to co-create a new opportunity. Keep the ideas topped up and really manage your relationship with them.

6) Provide the Analytics on Time

When you pitched your proposal, you should have discussed analytics and data that you would provide. It’s important you do this as it will be the basis of their expectations both during and after the event. After all, data is precious to sponsors and exhibitors and it’s likely to have been a key factor in them deciding to work with you. It also helps them decide whether they should invest in your event(s) the next time round.

Be clear on when the data is needed. For example, real-time data on ad engagement will help you assess important performance metrics such as impressions and click-through rates and you can share them with sponsors, exhibitors and stakeholders.

For post event data, whatever you promised you need to deliver. And it needs to be dealt with quickly. If not, the data holds less value. It’s a fundamental part of any agreement but one that can be easily overlooked. How many downloads were made by delegates for further information, how many session attendees were there, how many questions were asked? Detailed data and analytics enables you to fully understand what was good for delegates and what wasn’t. It’s invaluable to you, your sponsors and your exhibitors.

Again, some virtual event platforms like Eventsforce offer analytics dashboards which allow organisers to create the kind of post-event reports sponsors and exhibitors want. And of course, you can monitor important real-time engagement data, including number of leads, meetings, page views per exhibitor and more.

Manage expectations by letting sponsors and exhibitors know in what format the analytics will be delivered and in what timescale. And if you don’t know the answers, then get in touch with the event tech providers. But that really needs to be done before you pitch your proposal, not after.

7) Review the Relationship

In any business relationship, there are likely to be some bumps in the road along the way. Even when you have a great relationship with a sponsor or exhibitor, there will always be things that irritate. It’s just the way life is. And when you factor in new people coming in wanting to shake things up, your relationship can come under stress.

But, ultimately the best way of dealing with this is to listen. Listen and take action where you can. However, you always need to be honest. Can you do what is being asked? Were you at fault or was there more that your client could have done? Remember, a good relationship is a two-way street.

If the relationship really isn’t working, it may be time to walk away. However, if the little bumps can be worked out maybe you have a relationship for many future events. The important point is that you schedule a time to go through it. If you ignore a review, those little issues will become a lot bigger because they haven’t been addressed.

Conclusion – Sit in Their Seat

Virtual events are a great sales enablement tool and that’s why they appeal to sponsors and exhibitors. If you put yourself in the shoes of the sponsors and exhibitors and look at your delivery from their perspective, you will be able to see where they are coming from. Only then will you be able to effectively manage their expectations. This is no different to walking through a ‘delegate experience’ which you do already. What is the ‘sponsor or exhibitor’ experience?

Virtual event content also has to be created in such a way that sponsors and exhibitors add to the value for the delegate experience. Enabling sponsors and exhibitors to get involved in your virtual event can result in revenue generation and accelerated sales pipelines, no matter what else is happening in the world. Get that right and they will be forming a line to be involved in your next virtual event.


Running virtual events? Need to deliver more value to exhibitors and sponsors? Learn more about Eventsforce VCD or see our virtual exhibitor/sponsor guide.

 

 

 

 

 

How to Create Virtual Events that Appeal to Introverts and Extroverts

Running virtual events? Looking for ideas to help boost engagement?  Get your copy of NEW industry eBook – Virtual Events: How to Keep Attendees Engaged!

The global lockdown demonstrated with crystal clarity that organisers need to understand how to create the kind of virtual events that keep people engaged. If attendees are engaged, then they will have a more positive experience overall and this will put you on the right track to success.  But the definition of ‘online engagement’ is open to interpretation and what might work well on one attendee may easily put another one off all together.

Enter the world of extroverts and introverts.

A Big Percentage of Your Attendees are Introverts

One category of people that often gets ignored is introverts. You may be surprised to learn that between a third and a half of attendees are introverts (though it does depend on location too). Introverts can easily get lost in the crowd, overshadowed by more outgoing personalities.

If we planned an event where half our audience was not engaged, we would not consider it to be a great success. However, planning events that work for everyone is not an easy task because there are so many different personalities and preferences.

Read: 9 most common mistakes when running virtual events

Introverts and Extroverts: Understanding the Opposite Ends of the Spectrum  

You might think that you know the difference between extroverts and introverts. You understand that extroverts are talkative and outgoing, while introverts are quiet and private. But that just scrapes the surface of the introvert-extrovert dichotomy.

The origins of the terms ‘introvert’ and ‘extrovert’ can be traced back to the 1920s, when  Swiss psychologist Carl Jung coined the terms to contrast between two distinct personality types and explain why different people were energised in distinct ways. He found that extroverts gained their energy from their social interactions and eternal environments and tended to feel uncomfortable and anxious when they found themselves alone.

Introverts, on the other hand, replenish their energy levels when they are in quiet environments. Unlike extroverts, they find socialising and busy environments overstimulating and too demanding. These two personality types have very different approaches to recharging too.  Introverts gain energy by being alone while extroverts recharge themselves through social interaction.

Introversion and extroversion are not mutually exclusive qualities. They are at the two opposite ends of a spectrum. Each of us falls somewhere between the two extremes, only differing by the extent we are more introvert-like or extrovert-like. There is no such thing as a pure introvert or extrovert.

To complicate things further, everybody moves up and down the spectrum depending on external and internal factors. Many introverts exhibit extroverted behaviours and vice-versa. For example, an introvert is quite capable of delivering a speaking presentation from a big stage. Whilst it’s not an exact science, it is worthwhile for you to have this knowledge to help you understand the personality type differences to enable you to design a virtual event that helps all attendees.

If it wasn’t challenging enough to understand the spectrum, there are additional factors to consider. There are differences in cultures that add another layer of complexity. For example, an extrovert in one culture may be different to an extrovert in a different culture. Different cultures have different ways of being and some cultures are definitely ‘louder’ than others.

Then we have the added complication of gender as there are differences between male and female. For example, what differences could you find between a male and a female introvert and how can you design your event accordingly? There is a lot to consider.

Engaging Your Introvert Attendees      

Virtual events can work very well for introverts especially if there is a lot of pre-event communication about what the content will be. In fact, the more you work on this aspect the more interest you should have. Avoid using headlines that are open to interpretation. For example, if sessions are great opportunities for collaboration, explain what is going to happen. Provide details to ensure that you alleviate any anxiety fears. Be clear about the participative elements and how they will add value.

Use virtual event platforms like Eventsforce VCD to make it possible for attendees to connect in advance of the event and then they can network with those people that appeal to them. This is much better than asking them to network on the spot during the event.

Encourage pre-event involvement. This is something which can be done at the attendee’s own pace. Allow them to reflect on the content in the programme. They may want to do some wider reading around the subject and study speaker profiles in advance.

Issue the programme and keep them up to speed with any changes. That way they can be in control of their own experience and make the most of it.

You can use the bullet list below to help keep introverts’ traits top of mind to help your virtual event design.

Common Introvert traits

  • Enjoy spending time in solitude
  • Prefer not to be the centre of attention
  • Value close one-on-one relationships
  • Think before they speak
  • Need time alone to recharge and reflect
  • Prefer working in quiet, independent environments
  • Focus deeply and think about specific interests
  • Can be seen as reserved

Engaging Your Extrovert Attendees      

Virtual events can also work well for extroverts and of course they should!  A number of planners are trying to replicate their in-person events online which are biased towards extroverts anyway, so there shouldn’t need to be much in the way of a change in the programming.

But even with this bias of producing ‘extrovert’ events, there are some differences to consider for your virtual event. Extroverts could easily become frustrated by not being able to get involved as they normally would at an in-person event.

You know that they like to mix and mingle and be more vocal than introverts so you need to consider how can they get to network with other delegates? Also take a view on whether you will be running some kind of leader board activity and how you can ensure that extroverts can still speak but not take over?  You need to design a virtual experience that

You can use the bullet list below to help keep extroverts’ traits top of mind to help your design.

Common Extrovert Traits

  • Have large social networks
  • Enjoy being the centre of attention
  • Tend to think out loud
  • Make quick decisions
  • Gain energy from being around other people
  • They are outgoing and enthusiastic
  • Thrive in team-oriented and open work settings

What are Your Attendee Preferences?     

The more you understand your audience, the better able you will be to produce a virtual event that works for them. Hosting a session with a grid layout, for example, where everyone can see each other and encourages individual opinions and participation works well with extroverts. Whereas more polling, quizzes and social chats may be something that attracts the introvert types more.

Use the data that you have (from past events) and ask some your attendees searching questions to understand what they want to see in your event programme.

You could ask a range of questions which include things such as: where are you from, what is your gender, what would you like from this event, what are you seeking to learn, what format of presentations do you prefer, is connecting online important to you and what subjects are you interested in?

There are some questions that you cannot ask outright not least due to data protection regulations (such as date of birth) but if you ask insightful and considered questions, you will be able to understand preferences and topics that are top of their mind.

Creating Event Sessions for Different Personas

As we have mentioned earlier, extroverts and introverts are two extremes on a spectrum of personality types. Extroverts are energised by social situations, never short of something to say and thrive in fast-paced, busy environments. Introverts, by contrast, feel drained by social situations, are overwhelmed by large groups and often dread networking.

Imagine how an introvert would feel logging on to a virtual event to be told by the host, to “turn on your camera and unmute yourself”. That could be the first in a long series of tough hurdles for some people, so care is needed at every stage of your event design.

But using your data on what your attendees want, you can now get down to the business of designing some great virtual sessions that appeal to both introverts and extroverts.

The power of enabling people to vote and ask questions or make comments within your virtual event platform should not be underestimated. This enables the less vocal attendees to be able to have their say and be heard. Plus it also means that you keep control of time as extroverts that would be happy to talk and talk, are restricted by having the same amount of time as everyone else to participate.

One point to bear in mind is that it’s a myth to suggest that introverted audiences don’t value participative formats because they do. Plus one of the main reasons for coming together at virtual events isn’t about pushing information but in sharing ideas, developing new thinking, starting conversations – all things that are best done and benefit by getting introverts and extroverts working together.

Conclusion – Bear in Mind Your Unconscious Bias    

Everyone on the planet has an unconscious bias. It’s about the way we look at the world. We tend to design events for extroverts by including lots of networking, stimulating environments and group activities. However, by designing events for extroverts we are immediately ostracizing up to half of our attendees.

Most of the time we are not even aware of our unconscious bias. But it’s there. Therefore it’s critical that you recognise that when making your planning decisions, you are probably making decisions based on your unconscious bias.

Have a good look at your audience data and understand what you want as an outcome from your virtual event. If it all aligns, brilliant. If not, you will need to look again to ensure that you are not thrown off course by your bias.

And don’t forget that you need to share exactly what is required for your event with your speakers and virtual host. They too have their own bias which impacts on how they design and run sessions.

Listen to your audience as it will have a detrimental impact on your attendance and engagement statistics.


Considering virtual events?  Eventsforce VCD is a fully integrated virtual event platform that can support you with registration, live content delivery, networking and the ability to build lasting relationships with your attendees online. Book a demo or get in touch with the team to see how we can help with your virtual and hybrid events.

9 Most Common Mistakes with Virtual Events

9 most common mistakes with virtual events

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The global lockdown demonstrated with crystal clarity that event planners need to adapt quickly to the new normal and shift their events online.  And this sudden shift created all sorts of new challenges for organisers – from dealing with new technology and having a production mindset to understanding how to create the kind of virtual events that keep people engaged.

Interestingly, a recent poll from Eventsforce found that 53% of event planners don’t feel they have the skills they need to run successful online events.  This could be worrying since these events are going to be around for a while – but the good news is that many of these skills have already been gained by delivering live events.

Related reading: 7 skills for running successful virtual events

What organisers really need to do is adapt their skills set to a virtual setting.  They need to understand the increasing expectations of delegates that require more and more from a virtual experience.  They also need to have a good idea of the kind of things that can typically go wrong.

Unfortunately, a number of common mistakes appear time and again in the creation and delivery of virtual events.  We have highlighted some of these below along with some advice on how to avoid them.

Let’s take a look.

1) Not Understanding Objectives

Understanding key objectives (or your client’s brief) is crucial for any type of event. And whilst you may think that you know exactly what your client or stakeholders want, when it comes to virtual events it is best to double check. Make sure that you understand what they think you are going to deliver.

Do they understand what they have asked for? And is it possible and even helpful to them? For example, when using the term ‘chat’ be clear that you and your client understand what is meant by that. If your client thinks that delegates will chat during the session and you assume that chat means attendees typing in a message box at the end, you will have an immediate issue when the event goes live. Overcome this rooky mistake by getting behind the detail of what your client’s brief means.

It’s also good to get clarity on what metrics all your stakeholders will use to assess success of the virtual event. Always be on the same page.

2) Not Managing Attendee Expectations         

Managing delegate expectations should be a key focus for your virtual event success. You are probably aware that delegates attending events online have shorter attention spans and they can easily switch off if the content isn’t engaging them. And that is especially true in a society that is always on. To make matters more challenging there are other factors that affect virtual delegates that just do not appear at in-person events. For example, looking after children, pets and parcel deliveries can cause interruptions.

NEW eBook: Virtual Events – How to Keep Your Attendees Engaged!

Whilst your content needs to be top-notch, it would be a mistake not to let attendees know what they can and cannot do. How can they engage? If you have a virtual host welcoming and telling them to turn on their cameras and microphones, it is probably going to work well for your extroverts but not so well for your introverts.  Be sure not to surprise your attendees. Manage their expectations.

3) Getting Content Wrong

Another key mistake when it comes to virtual events is the programme. The programme is either packed full of content or it is lacking content. There are dangers that your attendees will tune out because there is too much or not tune in at all because there is too little.

Too much content and your attendees will be looking for escape routes of session changes, lunch and comfort breaks. If you believe that most of them will stay online for hours on end you could be in for a shock. Equally, too little content and you run the risk of attendees deciding there is not enough value for them to invest the time to participate.

It’s a fine balance that you need to achieve and that is where good design skills will help. Put yourself in the seat of the virtual attendee and decide what would hold your attention. Less of the 40-minute Powerpoint presentations – and more shorter panel discussions with plenty of breaks and lots of different opportunities for attendees to engage with.

4) Not Running Proper Rehearsals   

Not holding rehearsals or rushing through them is a bad idea and one that should be ignored at all costs. Your speakers, host, tech team and everyone else playing a role has to know what to do and when to do it. They also need to be aware of what can go wrong and what they need to do to address it.

Go through the running order from top to bottom. Don’t make the fatal mistake of just talking through what will be happening. It’s not enough. You need to be going through everything as though it were live. Then you can work out where the challenges are. You can discover what is working well and what isn’t. You can adjust sound, lighting and scripting at the rehearsal stage. But once you go live, you are live and you cannot start again.

Run the rehearsal fully, check all the slides, play the videos and take it seriously. You will get better results and greater delegate engagement.

5) Not Prioritising Comments and Questions         

It’s great asking your attendees to submit questions and comments but just don’t forget that you need a mechanism as to how they will be answered and in what time frame. The attendees has posted a comment but it hasn’t been read out or acknowledged. Similarly, another attendees had a burning question which also hasn’t received a reply. If that pattern were to continue, your attempt to boost engagement could easily backfire. Make sure it doesn’t happen to you by having systems and enough people in place to deal with questions and comments.

Work out what happens when someone sends in a question. Where does it go? Who receives it?  And what do they do with it? In most instances it will be a ‘moderator’ that checks the questions or comments coming in and their job is to arrange for them to be displayed or passed to the virtual host. Work out the mechanics and you will be fine. But don’t leave this important aspect of attendee engagement to chance as that would be a mistake.

6) Letting Time Run Away   

Letting time run away is a big mistake if you want your virtual event to be a success. You need to be in control of time, not be governed by it. After all, you are making a production. Think of a TV show and you will understand why timing is critical. The News at 6.00pm comes on at 6.00pm and finishes on time every time. You need to deliver the same exacting attention to detail.

Whilst at an in-person event, speakers may be able to stretch the timing a bit, it’s not the case in the virtual world. One of the ways to avoid this is to use a virtual host to help keep things on track and to time. Remember your virtual audience will be tuning in to see what they need as specified in your programme and they will expect you to be on time.

7) Forgetting the Value of Sponsors & Exhibitors   

Forgetting to involve exhibitors and sponsors would be missing an opportunity. Not only for you to generate revenue but also to provide added value for your attendees.

Get your sponsors and exhibitors involved early on. The earlier you get them involved, the more money they tend to spend. Get sponsors involved with a swag bag with promo codes and use adverts for transitions between sessions.

You could arrange for your exhibitors or sponsors to be presenters as part of the programme. This adds new people for your attendees to see and learn from.

In addition, you could encourage attendees to check them out. You could interest them in 1:1 video meetings, personalised matchmaking, curated VIP roundtables or focus discussions. Some virtual event platforms like Eventsforce VCD can support in-platform video calls, either for 1:1 or group calls, which can be great for product demos etc. There is no limit to how you can involve your exhibitors, sponsors and delegates so that everyone benefits.

On-demand webinar: Choosing virtual event platforms – how to get it right!

8) Not Using a Virtual Host         

Not using a virtual host for your event means that you would be dependent on all other speakers knowing exactly who to pass the baton to, who should introduce sponsors etc. and who should deal with any audience questions and comments. There is a lot there that a virtual host can take care of.

A virtual host acts as the conduit between the production team, the speaker and the attendees.  He or she can demonstrate how the technology works to enable attendees to get the most from their experience. In addition, a virtual host can look at questions and comments coming in and they can also scan poll results.

9) Replicating Your Live Event Experience   

When Covid-19 put a halt on in-person events, a number of event planners immediately decided to pivot their live events to a virtual setting. Whilst this was ok for a few events, it didn’t work well for the majority. It’s best not to try and replicate your in-person event for a variety of reasons.

For example, there are some key differences in engaging people at in-person and virtual events. Attention spans are a lot shorter online and of course we can’t have random chats with people. Also, the serendipity of in-person networking is not something that can be replicated online.  But worse than any of these are trying to take a 3 day in-person conference and make it into a 3 day virtual event. Only the strongest would survive. It would be better to take the 3 days, cut down the content and break it down over a number of days.

Conclusion – Changing Your Mindset

Virtual events are events in which you can use some of the same techniques as for in-person events. But you have to make adjustments as the audience are only looking at their screen. They have no other distractions which means they will be closely watching all that is going on.

You need to apply the same diligence and professionalism to your virtual event as you would to an in-person one. Just because it is a virtual event it would be a mistake to think you can create them quicker. You are making a production which takes more time.

More importantly, take note of the mistakes you make.  Understand lessons learned and share them with team members so that you can make the improvements you want the next time round.


Enjoyed reading this post?  We have plenty of COVID-19 related resources on our blog which event planners may find useful right now. You can also sign up to our weekly newsletter for tips, updates and research reports on all the latest event trends.

 

 

Top Cyber Safety Measures for Your Virtual Events

Top Cyber Safety Measures for Your Virtual Events

Since the start of the COVID-19 pandemic, virtual events have become very popular. They are one of the most effective (and only) ways for conferences, concerts, meetings, and other events to occur safely while transmission remains a risk. Unfortunately, however, it seems cyber criminals have also picked up on the popularity of virtual events and have  begun exploiting them as a method to breach the security of event participants.

Many Zoom users, for example, have experienced “Zoom bombing” in recent months, where random, unwarranted meeting attendees hijack calls to mess with or disrupt its participants.

As an event planner, it is vital to pay close attention to these types of security issues and follow the kind of safety tips that keep your virtual events safe and secure for attendees.

Related eBook: The event planner’s guide to data security

Here are four tips to keep your virtual events cyber safe:

1) Control Who Can Access the Event

One of the first rules of thumb for virtual events is knowing exactly who is participating. Just like you would for an in-person event, it’s important to understand how many people will be attending, who those people are, and also prevent the attendance of unwanted or out-of-place attendees.

In order to do this effectively, there are a few proactive measures you can take that will coincide with planning the event and sharing the details to attendees. One of these is ensuring you manage registrations for the event. Whether you opt to use a dedicated registration system or one that’s integrated with your virtual platform, making pre-registration necessary will help to control who is able to attend the event and will limit risk of hijacked events.

With that said, be sure to only share the online event link once an attendee is registered. Do not create public events and share the web link across social media channels, advertisements, or other publicity channels, as this can often encourage unsolicited and malicious participation. Some platforms allow you to use a password or other authentication requirement for attendees to access the event. However, avoid using a Personal Meeting ID (PMI) for events open to those outside the organisation. A PMI is basically one continuous meeting, so once an attendee has access to your PMI, they can enter any of your future meetings. Be sure to instead use a random meeting ID.

Once your event has begun, lock the event at a specific and clearly-stated time to restrict unwarranted access—just be sure to communicate this time to your registered attendees well in advance!

On-Demand Webinar: How to choose a virtual event platform

2) Communicate Cyber Safety Best Practices to Attendees 

Studies have found that approximately 90% of data breaches occur due to human error, so it’s also important to communicate cyber safety best practices with your attendees too.

Many of these precautions are quite simple to act upon – but are often forgotten by those who aren’t made aware of them. You may find it helpful to send out a reminder email including these safety measures to your participants ahead of the event time.

One important precaution to include is to use a private Wi-Fi network, rather than a public one. Public Wi-Fi networks, which are often sources of free Wi-Fi at shopping malls, hotels or restaurants, often make it easy for hackers to position themselves between you and the access point. Though many people don’t realise the dangers of connecting to public Wi-Fi networks, it’s important to know that anything you do on a public network isn’t secure.

It’s also important to encourage participants to download and be up-to-date on antivirus software and/or firewalls. Antivirus software is a program or set of programs that are designed to prevent, search for, detect, and remove software viruses and other malicious software, whereas a firewall can help protect your network by filtering traffic and blocking outsiders from gaining unauthorised access to the private data on your computer. These tools can be incredibly useful in detecting and preventing cyber threats.

Finally, discourage participants from accepting any unsolicited chat requests from people with suspicious profiles during the event, especially if they ask for any sort of personal or company-related data or information. Should these types of instances occur, have participants immediately report the occurrence to the event leader or meeting host.

3) Strengthen Network Security Ahead of Time

Network security is another issue when running virtual events. As CSO Online defines it, “Network security is the practice of preventing and protecting against unauthorised intrusion into corporate networks… it complements endpoint security, which focuses on individual devices; network security instead focuses on how those devices interact, and on the connective tissue between them.”

To put it simply, network security focuses on the protection, detection, and reaction as it relates to company security. This includes protecting and securing external network access, which can help secure devices, regardless of location. This is especially important for virtual events, which likely have participants logging in from all over the country or even the globe.

Network security methods include access control (where the administrator can block unauthorised users and devices from accessing your network), mobile device and wireless security, as well as data loss prevention.

Make sure that the organisation hosting the event has secure network options in place, which will help to ensure event security on all fronts.

4) Deter and Manage Any Disruptive Activity

Although the tips we’ve mentioned so far should help to prevent key safety concerns throughout the course of your virtual event, it is important that cyber security is continuously monitored throughout the course of the event to ensure safety has not been compromised.

Your meeting host or a designated participant should monitor the active list of attendees to monitor for any unwarranted or unknown attendees that aren’t reflected on your event’s registration list.

Depending on your event, consider disabling features that allow attendees to present their desktops or interject without being called upon. This can greatly reduce the ability of an inadvertent or malicious disruption.

Finally – if at all possible – try to limit event participation. Large events can more easily attract malicious participants intent on sabotaging your event and can also be more difficult to monitor for suspicious activity.

Conclusion

Although such incidents are rare, these are some of the risks that event creators should consider before their events – especially as virtual events (or events with some virtual element) are going to be around for some time. Use the tips above to ensure your events’ safety and keep you, your participants, and the organisations involved safe from cyber threats.


Enjoyed reading this post?  We have plenty of COVID-19 related resources on our blog which event planners may find useful right now. You can also sign up to our weekly newsletter for tips, updates and research reports on all the latest event trends.