Tools For Enabling Synergistic Communications For A Successful Virtual Event

07-Apr-2020 05:10 PM Virtual Events

Love it or hate it, it looks like attending meetings from your bedroom is a new reality. Even before the COVID-19 pandemic forced companies to ask people to work from home, virtual meetings were a commonplace. Webinars and roundtable discussions were being held online-only for a while now. 

However, conducting an entire conference online? Unthinkable!

Well, enterprises have no choice now. Companies who were already hosting most of their events online for the cost-saving benefits were unknowingly preparing themselves for the future of human interaction. 

Unsurprisingly, virtual meeting platforms like Zoom, WebEx, Skype, and others are enjoying a massive increase in subscribers. However, these tools do not cater to all the needs of a virtual event. After all, virtual events, like their real counterparts, come in all shapes and sizes.

To read more about the different types of virtual events you can host, check out this article.

Today, marketing strategies have been severely impacted. Enterprises face new challenges that could be turned into new opportunities. It is therefore important to capitalize on these opportunities and formulate a success plan. Register for an interactive event and join an expert panel discussion on ‘Marketing in Unprecedented Times: Challenges and Opportunities’ and gain insightful perspectives on the paradigm shift in business continuity.

Whatever kind of event you decide to host, one frequent antagonist is the difficulty in keeping all the multiple stakeholders on the same page or even finding out who the right stakeholders are.

Let’s take a look at some common issues event managers face when it comes to managing communication for an event, virtual or otherwise.


Speaker Curation & Communication


Consider a simple panel discussion. First, you need to find a suitable panel that is ready to attend your event. These panelists must be thought leaders in their niche and command a lot of clout from the community. Then comes the huge task of sending out emails to them asking to be a part of your panel. Considering how busy they are, you might have to send out quite a few reminders. 

It can be easy to get lost in all the clutter and wonder, “Did I send that reminder mail?”

What you need is a speaker management tool like Cvent or Speaker Engage. These tools help not just with the communication but also help you in curating speakers and in speaker schedule management. 

If you’re old school, then you might think that a simple excel sheet is enough to do all this. And you’re right. But where tools like Speaker Engage shine through are that it offers avenues to keep in touch with volunteers as well.


Track Your Communications And Gain Insights


As a marketer, one nagging question always in the back of your mind is whether the pitch you spent hours creating has been read at all or did they just open it and close it?

It may be the case that the mail you send to one sponsor may not click with another sponsor. A seasoned marketer would do some A/B testing in this scenario. But what about when there simply isn’t any time to run an experiment. You need a dashboard reporting of all engagement-related data, much like what Contiq does.

Contiq allows you to track when your file gets opened, how long it was open for, how long each prospect spent on a particular slide, and much more. This will allow you to tweak your messaging to capture people’s attention. In other words, Contiq is A/B testing on steroids!

The platform also lets you know how many times your lead opened your document and how long ago was it. This way, you can figure out the right time to follow up with them.

As an event manager organizing a large-scale event, you should also take care to prepare a deck or a webpage with FAQs. This will contain information about how long each session lasts and whether or not the registration is free and open to all. 


Communicate In Advance About The Technical Platform


Depending on the type of event you’re hosting and the number of people that will be attending, you might have to shop around for a suitable platform. While Zoom or WebEx is sufficient for a meeting, when it comes to webinars and online panel discussions, you should consider solutions that are custom made for the event.

For example, when it comes to hosting a panel discussion, Airmeet is an amazing platform that ticks all the boxes. Airmeet can be scaled to accommodate upto 1 million concurrent attendees!

It comes with features like a Social Lounge where attendees can interact with each other and a Backstage functionality where the host can engage in a private conversation with the speakers, much like an actual event.

If an attendee has a question, they can simply click on the “Raise Hand” button, and the host will then be alerted to it. The host can then allow or disallow the query. 

Of course, the tools we’ve talked about here have several more features, and you may or may not need them all.

Here’s the deal. Most of these tools come with a hefty price tag for a yearly or a monthly subscription. Sure, some of them can be billed per event too, but not all. 

What you need is an end-to-end virtual event management solution that is flexible when it comes to commitment duration and its pricing. We have just the product for you. Head on over to our Virtual Events Solution page and schedule a call with us.

Let’s take your event online today!