How to fight a Technical Failure at a Virtual Event?

Virtual events are becoming the new normal or it has already become, as we have all been compelled to socially distance ourselves from one another due to the pandemic, limiting mass gatherings. Organizing virtual events are extremely cost effective, requires minimum vendors, can easily draw a wider audience, and fit a lot of content.

BUT!!!!! Good things don’t always come easy. In this case, the drawback is that virtual events are mostly reliant on technology and let’s face it, Technology is not always in our favour.

So, without further ado, let’s look at how best you can avoid stressful situations at virtual events to ensure your attendees are delivered with the best possible experience.

1. Keep Them Informed

‘I can’t log in’, ‘It says the host will let you in soon, what do I do?’, ‘I cannot unmute myself’. Sounds familiar? These are very simple issues that can be easily rectified with clear communication. Share a well-constructed email on how to join, install the latest version of the application for best performance and an emergency contact etc. with all your attendees.

2. Expect Multiple Device Usage

You cannot possibly assume that attendees will only log in through a laptop, tab, or desktop computer. Many with their busy schedules can log in through their smart phones, and you’ve got to have the presentations prepared for all screen sizes. Slides cannot be crowded with too much text and the fonts must be big enough to be read on a smaller screen.

3. Avoid Bad Audio

This does not require high end production! However, you need to ensure you and your speakers have decent microphones for attendees to be able to hear and understand the content they want to listen to.

4. Have a Backup Plan

Speakers are the main attraction of any event. If speakers aren’t prepared or may have technicality issues presenting, it’s going to be a disaster. Which is why you need to have a back up plan in the event of such unavoidable circumstances.

Here’s what you can do. Have each speaker pre-record their respective sessions and shared to be only used in such circumstances. While the sessions on going try to rectify the issue and get the speaker connected once again to answer Q&As. Having a moderator would be a life saver in a situation like this.

5. Anticipate Connectivity and Computer Glitches

Wi-Fi is not recommended to host a virtual events. Make sure you/host, speakers and moderators are connected to the internet through an Ethernet cable which is way more stable and faster.

Don’t forget to have a back up computer with all presentations, videos and other content stored to be accessed during an emergency.

6. Contingency Plan is a MUST!

Apart from the points covered above, meet up with your team and external vendors is any to discuss every foreseeable issue and construct a step-by-step action plan. Always be in touch with the team, vendors, and speakers for urgent communications.

7. Remain Calm and Communicate

Even if you’re panicking, don’t let others see you sweat. Bring yourself together and communicate in the event of an unforeseen glitch which could take up a few minutes to rectify. Attendees are often forgiving but can easily lost if left in the dark.

Keep a few graphics ready to announce a possible issue that could be faced or prepare a couple of games, puzzles, or riddles to keep attendees engaged.

8. Identify| Rectify | Learn

Never make the same mistake. Post event, meet-up and discuss what went wrong and how it could have been handled or how it could be avoided if the future. Review your contingency plans and get attendee feedback to improve.

We hope this helps! Come back for more!