Virtual and hybrid events are great. They are cost effective, can fit in a lot of content, draw a wider audience base, and business matchmaking translates beautifully to the formats. However, any virtual or hybrid event can fail miserably if the technical side isn’t properly planned for.
Here are the top technical errors event organizers have made with their virtual and hybrid events and how to avoid them.
- Not Simplifying the Registration/Login Process
- Not Being Aware of Your Attendees Tech Needs
- Not Preparing for Multiple Device Usage
- Not Using a Decent Microphone
- Not Having a Speaker Backup Plan
- Not Planning for WIFI, Computer, Event Software Glitches
- Not Providing Long Term Matchmaking
- Not Seeking the Help You Need
Not Simplifying the Registration/Login Process
Your attendees are busy people who have no interest in clicking around for multiple minutes trying to figure out how to sign up for, or login to your event. Make sure it’s easy. On your event website, the registration button should be big, bright, and easy to find. The registration form should either be short or automatically populates the user’s information. Being able to register with current accounts (like Google or LinkedIn for example) is also helpful. If relevant, don’t forget to ensure that the payment process is also smooth. Lastly, with virtual events on the rise, attendees have been registering for events the day before or even the day of events. Keep your registration open for as long as possible.
Not Being Aware of Your Attendees Tech Needs
Participants have the same virtual and hybrid event technical problems over and over again. They cannot log in, they cannot access their microphone or camera, they cannot figure out how to book or join a meeting, etc. A lot of these issues can be easily avoided by clearly communicating exactly what participants need to do to join your virtual or hybrid event. Utilize your most powerful communication tools. Your event website and event emails.
Create an event webpage dedicated to technical needs.
- Encourage your attendees to install the latest version of their browser (Firefox or Chrome for example). If need be, add links with a detailed description on how exactly to do it
- Add helpful links to the browser's and system’s (Windows/Mac) permissions to use the microphone and camera
- Create a step-by-step guide with screenshots or even a video on how to join meetings
- Include ways to contact you during the event in case of technical needs. Add the event email address, a phone number, a chat messaging service
Good examples of “How It Works” event webpages you can review.
Virtual Mission Houston Energy 2.0
Finnish-Norwegian Defence Industry Webinar
Communicating technical requirements through multiple channels is the best way to help your participants. Make sure to create and send your attendees a well constructed email with technical requirements the day before and day of the event.
Not Preparing for Multiple Device Usage
As an event organizer, you cannot know which kind of device your participants will be using when they attend your conference. You cannot prepare presentations for all screen sizes. The easy solution is twofold.
Make sure you or any of your presenters don’t cram slides with too much text. Text has to be big enough for attendees to read even on small screens. Then make sure you save all presentations as a PDF. PDFs are compatible with most devices and are easy for your participants to open and look at.
Not Using a Decent Microphone
Preparing for a virtual or hybrid event doesn’t have to be a Broadway production. Invest in a decent microphone. It doesn’t have to be the most expensive out there. Do your research and find what works best for you. Attendees will forgive a lot of minor technical errors, but they won’t forgive not being able to hear or understand the information they had signed up for.
Not Having a Speaker Backup Plan
Virtual and hybrid events are great for speakers. They don’t always have to travel and can potentially do their presentations from the comfort of their workspace. Until a bandwidth issue pops up and the speaker cannot do their presentation.
Your backup plan is to always have a copy of any video on your computer in a MP4 format. Then you can just jump in and click play. If hosting a live presentation, make sure your speaker gives you a pre-recorded video before the event.
Not Planning for WIFI, Computer, Event Software Glitches
WIFI is not the way to go when hosting a virtual or hybrid event. Instead connect your computer to the internet via an Ethernet cable. It is more stable and faster than WIFI.
Computers can be temperamental. Have a backup computer at your fingertips with all your files there just in case your computer has issues.
When choosing an event management software to work with for your virtual or hybrid event, make sure there is excellent customer service at your fingertips so any problems can be promptly fixed.
Not Providing Long Term Matchmaking
Your virtual or hybrid event is working well for participants. They are excited about the connections they are making and want more time to have more meetings. However your event is over and that’s it, right? Wrong.
Provide long term b2b matchmaking sessions for your attendees so they can continue to collaborate with one another, even after the virtual or hybrid event is over.
Not Seeking the Help You Need
Hosting a virtual or hybrid conference is no small matter. Why go it alone when you don’t have to? b2match is an all-in-one virtual, hybrid and physical event platform. It offers easy registration and login to your event. It guides your attendee through virtual or hybrid event technical requirements. It offers a long term b2b matchmaking tool. It has a solid customer service to help you get through your virtual or hybrid event smoothly.
