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Experts Discuss About Organising A Virtual Event - Challenges And Ways To Overcome Them


Are you ready to dive into the valuable insights from successful CEO’s, Founder’s, Event Producer’s? Here you go. – PowerPoint PPT presentation

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Updated: 17 December 2021
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Title: Experts Discuss About Organising A Virtual Event - Challenges And Ways To Overcome Them

Experts Discuss About Organising A Virtual Event -
Challenges And Ways To Overcome Them
Challenges Facing While Organising Virtual Events
  • Virtual events can be as challenging as
    conventional events, if not more.
  • When an event takes place entirely online, fresh
    and new strategies are needed right from
    promotional activities to audience engagement.
  • They have become the highly opt-in option
    post-pandemic, owing to the flexibility, reach,
    accommodation, and increased ROI.

  • According to the Global virtual events market, by
    2028, the annual growth of virtual and hybrid
    events is estimated to be 23.7, worth USD 504.76
  • Thus, all sectors must accustom and be prepared
    to make the most of virtual events in the
    upcoming years.

What do Event Industry experts say?
  • Hear from Industry experts who have experience in
    conducting a variety of events for the past few
  • We are happy to present the expert opinions from
    the industry.
  • Their unparalled experiences, setbacks and
    challenges faced, how they uncovered their path
    to host a successful virtual event is sure to
    give the upcoming event organizers a framework to
    handle unforeseen circumstances and host only the

Are you ready to dive into the valuable insights
from successful CEOs, Founders, Event
Producers? Here you go.
  • Bill Wassmer is an event and communications
    professional with more than thirty years of
  • In 2003, he founded NxtGen Events, an
    industry-leading AV production and event services
  • Bill and his team of experts have shepherded
    clients through the ever-changing terrain created
    by COVID-19 and understand the obstacles, needs
    and opportunities inherent in virtual events.
  • One of the most common misconceptions we hear
    about virtual events is that clients feel their
    timeline is shorter than or similar to an
    in-person event.

  • Truthfully, planning a virtual or hybrid event
    takes more time which we refer to as the
    pre-planning process.
  • To ensure your presenters are prepared, content
    is loaded to your platform, technological needs
    are taken care of and more, you need to have the
    right resources on your side, and you need to
    build extra pre-planning time into your schedule.
  • This keeps your virtual event from failing to
    deliver the expected ROI.

  • John Williams is a corporate multi-cam live
    stream producer, professional photographer and
    video producer with almost two decades of
    experience at HD Perfect Video Photo
    Nashville, As a TV and video producer, John
    Williams is called upon to produce and manage the
    technical aspects of audio, multi-camera video,
    lighting, streaming, and visual elements of live
    virtual events.

  • Whether it is a cook-along demonstration
    live-streamed to a nationwide audience with
    celebrity Chef, Author, Judge Food Networks
    Chopped Maneet Chauhan, or the City of Nashville
    celebrating Greeces bicentennial independence
    day from The Parthenon in Nashville, TN while
    streaming live to TV in Greece as well as a
    Facebook page hosted in a foreign country
  • Imagine that you have spent weeks if not months
    planning your virtual event. You are super
    excited that so many have responded, especially
    those few elusive big fish. You are riding
    high, and you feel ready for your big day.
  • But wait, theres more. Knowing how to plan for
    the unforeseen is critical.
  • Clients approach us with their vision, and
    together we determine the best scenario for a
    flawless event.

  • Avoiding common pitfalls could save your
  • Maneuver smartly, and you will be receiving
    accolades for your expertise.
  1. Always be audience-focused
  2. Audio is king
  3. Environment/background is important
  4. Additional lighting considerations
  5. Internet Bandwidth dont use public wifi
  6. Have a budget to match the impact you intend to

What makes for an excellent virtual experience as
a member of your audience
  • Excellent content presented professionally
  • Crisp and clear and in focus video
  • Properly composed video
  • Subtle diffused lighting to dispel dark areas
  • Professional audio quality without buzz or hum,
    and no distortion.
  • Test, test, and test again. Resist last-minute

  • Yinka Freeman is the founder of Triple Pocket
  • One of the biggest challenges event organizers
    face when organizing a virtual event is attendee
  • With so many people experiencing screen fatigue
    it has become a challenge to keep attendees
    focused and engaged.
  • However, by planning virtual events that have
    very immersive experiences can solve that
  • Sessions can be made to be very interactive with
    the audience, by creating live QA, polls,
    surveys or quizzes and a live chat with a chat
  • Picking a virtual event platform that focuses on
    attendee engagement is extremely important in the
    beginning stages of planning, a platform that
    offers gamification is a huge plus.

  • Connection between attendees, sponsors and
    exhibitors also plays a huge role in engagement,
    you want to make sure that they can independently
    connect with each other during the event, whether
    that is dedicated networking times or free
    flowing networking throughout the event.
  • Creating bitesize sessions is a great way to keep
    your attendees attention focused and keep them
  • Shorter sessions combined with a short QA or a
    short quiz work well.
  • My last note is to incorporate breaks into your
    event, those can be dance breaks, wellness
    breaks, or fun activities like trivia or a
    treasure hunt.
  • These will keep your attendees logged on and
    engaged with each other throughout the entire

Rachael Green is the Founder, CEO of Rach Green
Cocktails. There are 3 ways I see people drop in
ball or seriously succeed in running virtual
events 1. Consider all the touch points, clearly
communicate internally and to all stakeholders
(attendees, hosts, sponsors, vendors, etc.) what
they can expect. Where to be and when, and dont
over do it, stay top of mind but dont send so
much information that it can be complicated to
find it. Well established virtual event hosts
(brands) have communities, like facebook groups,
to keep consistent content and hype between their
quarterly or bi-annual events
2. Engagement Dont underestimate the power of
entertainment. Even the most serious of
fundraisers have music, entertainment, or a bar.
Virtual events do well with an event HOST, which
can be the keynote, depending on their commitment
to the event, but usually hiring a quality Emcee
is crucial to moderate flow, possible technical
issues, and audience retention. Hiring a
mixologist or someone that can help activate the
present moment for the networking or social hour
is highly beneficial for building relationships
or community.
3. Under-thinking hybrid. hybrid events are 2
simultaneous events. They are incredibly
complicated and require 2 skilled teams in both
in-person and virtual working alongside each
other. Throwing in a virtual option to sell
additional tickets likely wont serve the virtual
audience well and they may not return to the
experience. It could be more beneficial to run an
in-person, record the segments and then run a
full production 2nd virtual event later,
broadcasting the segments, while being able to
focus on the virtual audience and their needs!
  • Alexander Abell is Founder, CEO Lunch Break
    Enforcer at Lunchpool. Virtual events are so much
    easier than in-person meetings. You dont have to
    worry about the time zone, you can work from
    anywhere and they only last an hour.

  • This is how one of my clients put it when I was
    helping her plan a virtual event for her
    international team. She thought that arranging
    food delivery to the guests who were scattered
    all over the world would be impossible. Nope. We
    made it possible.
  • It may be surprising, but you can easily provide
    food and drink to event guests before your
    virtual events, giving them the opportunity to
    create a unique hybrid event that mixes the
    social aspect of dining with the convenient
    virtual format.
  • There are some great benefits to having hybrid
    events that dont just hybridize the in-person
    and virtual attendance aspect of online events,
    but rather break down the wall between the two by
    having IRL experiences while connecting
    regardless of geography or distance.

  • A few of those benefits are
  • Guests dont have to choose between virtual and
    IRL because they can do both. They get to fully
    immerse themselves in the virtual event
    experience while eating a meal together, a social
    behavior that, until now, has been hard to
    replicate virtually.
  • Your guests will definitely remember your virtual
    event by having this food and drink delivery
    option. It makes them feel appreciated as well as
    entertained. Its an added value for their

  • This hybrid approach builds momentum into your
    virtual events so that youre not just standing
    alone on stage with passive observers, but rather
    giving opportunities for people who couldnt
    attend the live virtual event another way of
    getting involved with your brand/business/message.

Want even more engagement? Build in networking
with various platforms that allow for free-form
movement to take your guests experience to the
next level. In the events we produce, rich tech
integrations allow attendees to hop from table to
table or room to room. Guests not only eat get
to eat together but they also get to choose who
they network with.
In the virtual event space, virtual food and
drink delivery is a natural extension of whats
already available. It brings excitement and
engagement into a space thats become dulling and
exhaustive because of ill-planned and ill-timed
events. People are more inclined to sit down for
30-60 minutes when they know theres going to be
something delivered at any moment between
sessions! Next time you are planning a virtual
event, think about what kinds of interactions and
experiences you can build in that will go the
extra mile.
  • Sheri Bennefeld is Founder, Way Beyond Ordinary.
    specialize in learning events. Generally smaller
    events such as workshops, courses and retreats.
  • The top challenges or myths that I see holding
    event facilitators back are

1. Your audience will not tolerate more than 60
minutes on a virtual event. This is probably the
most common myth I hear from event hosts. When
audiences are engaged and gaining valuable
knowledge, they will stay. They will stay all
day. And come back the next day. Ive attended
3 and 4 day programs that left me feeling
energized. What your guests will not tolerate is
a boring, uninspired and non-engaging program.
Regardless of length. Apply good instructional
design techniques to keep your participants
active and involved in the learning process.
2. As the Facilitator, you should be doing most
of the talking When I led a group of trainers and
facilitators I would always joke with them and
say, If youre sitting in the back of the room
drinking coffee and the room is a buzz with
talking and energy, youre doing a great job.
The job of a great educator is to help students
discover the answers they need. Discovery happens
when they talk to others, share ideas, test
theories and teach each other. We have the
ability to make this interaction happen in the
virtual classroom. It requires us to be willing
to recognize that we are not the only experts in
the room.
3. You can do it on your own Last week I hosted
an event with over 200 participants. It was not a
learning event, but it was very interactive. I
do professional event production, so I figured I
should have this down. Right? I learned a
valuable lesson that day. I will never again
host a virtual event with more than 50 people
without having additional support. The same holds
true for designing a learning event. If
teaching or instructional design is not your
business, get help making sure youre creating a
program that your participants will be willing to
not only sit through, but gain the knowledge,
skills and abilities you set out to teach them.
  • George Buzzeo is Owner, Operator GB Media
    Productions In. With the ongoing changing
    technology in our event business..the Pandemic
    has created challenges earlier on and solutions
    that are now implemented to become a standard in
    our business. Some platforms which include vMix,
    Wire-cast and OBS to name a few, have increased
    the workflow which has give clients a reliable
    slick technology to get there word out to their
    workforce and clients.

  • In the coming year the challenge will be rolling
    into venues which Infrastructure that has not
    been updated and or built out to handle the need
    for high speed streaming, for Live Hybrid
    solutions. Right now with our country getting
    back to work in many states this will be the most
    important phase and challenge we have as event
    business technologist. Stay tuned!
  • Bre Podgorski Co-Founder of ShoCast. In the
    world of entertainment, capturing your live
    virtual shows on video to showcase to your wider
    audience on demand is huge. Not only does it show
    your online fanbase your capacity and performance
    techniques as a live performer, but it also shows
    the audiences reaction to your show when you use
    platforms where you can see and hear your
    audience, like ShoCast.

  • Being able to showcase your connection with the
    crowd is just as important as showcasing your
  • Capturing that footage is incredibly important
    for future bookings as it can add favorably to
    your reel.

  • Somanathan CEO of Captioningstar. We hear you.
    Here are 5 pointers that any virtual event
    organizer needs to plan
  • Choose your platform wisely
  • Beware of security breaches when it comes to
    anything virtual
  • Focus on your lead generation and audience
  • Prepare and plan well in advance for an engaging
  • Work well on your sponsors who are the backbone
    of the event

These events are best reached to the global
audience regardless of their native language or
hearing difficulties with captions. Running
captions keep them well informed and engaged.
  • Especially in a live event, Captions act as a
    survival guide for many audiences who might have
    difficulties following the speech.
  • It helps non-native listeners to grasp and
    process the information. Captions bridge the gap
    between language and knowledge.

CaptioningStar encourages all kinds of events to
reach better by providing captions and subtitles
with over 99 accuracy, whether the event is
live, recorded, virtual, or hybrid. We also put
forward translation services, and these
transcriptions and subtitles are written manually
by experts and native speakers. Click here to
check out captioning services and how it
processes. Caption your videos in just three
What CaptioningStar has learnt and inherited from
these experts
Virtual events play an inseparable role in the
future of the education, marketing, and
management sectors. The platform for such events
acts as a hub for many managerial, networking,
data documentation options, and benefits.
If we imbibe these invaluable suggestions from
all our experts and have a plan in place, there
are little chances of failure that can occur in
organizing a virtual event. We are very grateful
to each and every one who contributed their
insights for this exclusive blog. Make your
events impactful for all your audiences and
experience a good business ROI for all your
Virtual events.
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