Some Concerns for Virtual Event

Preparations for your event may be in full swing, but there are still concerns related to virtual events that you need to address! At Endless we went in search. A quest to help you dive into the world of virtual events in the most transparent way possible. And during this trip we have already raised some relevant topics. For example, We gave you an overview of how to turn a personal experience into a virtual one. And recently we discussed the most common mistakes in this area.

But today we dive a little deeper. Because when setting up a virtual event, a lot can fly over your head. What is normal! Most of this is probably new to you. So to continue to pursue our goal of helping you through this transition, we look at the key concerns about virtual events that you need to address. Keep reading to find out what things you should pay special attention to and how to fix them. All in the name of a successful virtual event experience!

Bandwidth capacity of participants

Obviously, the Internet plays a fundamental role when it comes to virtual events. While with a typical personal experience, the lack of good fast Wi-Fi is more of an annoyance than a full-fledged problem, things are changing in the new paradigm. Because everyone involved in the experience – you, the attendees, the speakers, the enjoyment – will be attending the event remotely. And, of course, all this is possible thanks to technology and a high-quality internet connection.

But although it is easier for planners to arrange their own connection and train speakers in the same direction, it is not so simple on the part of the participants. How can you be sure that the audience has the necessary speed and quality of Wi-Fi? Have they even thought about this being something to keep in mind to get the most out of the experience? While it depends on the technicality of your audience, the answer probably isn’t.

So how can you fix this? Communicate! Chances are you have prepared a good marketing strategy for your virtual event with steps to follow before the event. It is during this period that you should give instructions and warnings to your participants. Let them know what the ideal bandwidth is. Ask them to make sure that no one else in the House will fully use it during the event. And be sure to point out that the better the connection, the better their experience will be!

Cybersecurity issues

When planning a personal event, planners are always attentive to safety. Entire teams are deployed to ensure everyone is safe during large gatherings, as there are several perils on the horizon. And while virtual events do not pose a body ultimatum to participants, security concerns remain, to be precise, cybersecurity concerns.

But it’s not like this is the first time planners have had to confront this particular enemy. As an industry, we are the custodians of a lot of valuable information through our recording systems and applications. And we didn’t really pay attention to that either. Think back to the moment when you arrived at an event to register, and the password for accessing the entire system was written in a post-it note and pasted on the laptop. So, while we’ve always been vulnerable to hackers, we generally haven’t recognized that the peril is there.

However, with the new state of affairs, ignoring cybersecurity is a no-go. The information and personal data of your participants are in your hands. The event itself is also in your hands. And the best thing you can do is first of all know that this is something to deal with. And secondly, contact your virtual event production company and ask them how you can keep everyone safe. They know the right steps to follow, or who to call to provide you with the virtual version of a security team.

Webinar Fatigue

We can’t talk about the worries of virtual events without discussing webinar fatigue. And this is probably not news to you, right? Audience engagement and fatigue were probably two of the main reasons why virtual events have not become more popular in the past. But since the event industry has no other choice right now, we need to do something about it.

It goes without saying that people have a short attention span, something that only got worse as the story progressed. It is not a reasonable expectation that people pay attention to webinars of five, seven or ten hours. And especially not when they are at home surrounded by distractions such as Netlix, their small children, their gaming systems, etc. So how can you solve this problem?

First, think about the format of your virtual event. Instead of doing fewer days and more hours a day, choose more days with fewer hours a day instead. This is the first step you can take to action webinar fatigue. And the second is to invest as much as possible in public engagement strategies. Check out our article on this topic for an in-depth guide!

Activation Of Exhibitors And Sponsors

Sponsors will remain a large part of the events, even if they go virtual. While this may seem a bit difficult given the uncertainty surrounding the world in general, planners should remember that the digital sphere offers many opportunities that sponsors want to take advantage of. It’s up to planners to brainstorm and come up with ideas on how to activate exhibitors and sponsors at a virtual event.

The main way to do this is through data. Information is the new currency, and analytical tools represent a gold mine in the world of sponsorship. Harnessing the power of data to get to know your audience better, you can choose the best and most relevant sponsors to be part of the experience. There is a good chance that these sponsors will offer something that appeals to the public, increasing the chances that the sponsors themselves will get prospects and potential customers.

How To Set The Price Of Your Virtual Event

It is understandable that many planners and companies have no idea about the price of their virtual events. Right now we are witnessing a complete paradigm shift, which can be frightening, yes. But it’s also an opportunity to define ourselves as game changers and to be the ones who set the rules. It’s a lot of trial and error, but if there’s one thing you shouldn’t even consider, it’s to make your event free so people don’t want to participate.

Remember that you have value and that people are willing to pay and give you their time if you offer something unique, something useful that can improve their lives. There are several strategies you can follow when it comes to pricing. If you want to delve deeper into how to solve this particular problem, check out our in-depth article on the subject.

How To Manage Music Licenses

Concerns about virtual events come from all sides. Sometimes sides you didn’t even know existed. One of these concerns has to do with music. You can’t expect to be able to play Ella Fitzgerald’s greatest hits for free at your event – and that goes for almost every song people know.

The best option for concerns here is to opt for royalty-free music. There are several platforms offering this service, so the choice will not be a problem. We personally recommend Soundstripe, a company that offers royalty-free music to creators. You can even access three free titles from each playlist to test the waters!