5 Trends Making Event Strategies and Technology Evolve

Avoid becoming outdated and losing your audience as event technologies rapidly evolve. Knowing how powerful trends are forcing event strategies and technology to constantly change and upgrade will help you prevent loss in your audience and revenue.

webcastingandvirtualevents.com gathered the following information on 5 trends significantly changing the way events are planned, conducted, and utilize technology.

1. Livestream

Rarely do we see a trend catch on globally and so quickly as live-streaming has achieved. Amidst the COVID-19 pandemic and ensuing lockdowns, businesses and events were forced to seek alternate ways to continue production, staff interaction, and ultimately reach their audience. Livestreaming immediately became a global conduit to continue reaching audiences of all kinds.

With COVID-19 restrictions loosening, in-person gatherings and events are gaining popularity once again. However, innovative businesses are using hybrid events to increase reach and deliver content to a larger audience (incorporating in-person and livestream for the same event).

2. Facial Recognition

Facial recognition is a method of recognizing human faces through technology. A facial recognition system uses biometrics to map out facial features from photographs or videos. It then compares the information with a database of known faces to find a match.

Not too long ago, using facial recognition to Identify people, grant access, read moods, or predict actions was considered science fiction and only seen in futuristic movies.

Surprise! It’s real and already being used in events like:

• Football games
• Trade shows
• Conferences
• Night Clubs

This technology allows greater automation for your event resulting in:

• Contactless check-ins
• Faster moving lines
• Reduced interactions with event staff

More advanced software can read facial expressions and body language, giving it the ability to predict the mood of your audience.

Note: Facial recognition has been used for several years. In 2001, law enforcement used facial recognition on crowd members at Super Bowl 35 and more recently in cell phone technology, allowing the device owner to “unlock” it without using a passcode or thumbprint.

3. RFID Technology

Radio-Frequency IDentification (RFID) technology uses electromagnetic fields to automatically identify and track tags attached to people, animals, and objects. An RFID system consists of a tiny radio transponder, a radio receiver, and a transmitter.

RFID chips are tiny and can discreetly fit inside an event attendee’s bracelet, badge, or pass. Being scannable, they dramatically reduce waiting or check-in times. They are ideal for cashless payments at events like concerts, carnivals, and festivals.

Note: When you use RFID technology in events, you can track the behavior and movement of your attendees, providing priceless insight into attendee preferences and venue layout.

4. Chatbots Tell it Like it Is

As people become more reliant on asking Alexa and Siri to set their alarms, control their household, and advise them of bad weather conditions, we can expect to see digital assistants and artificial intelligence (AI) powered chatbots becoming commonplace in the events industry as well.

Chatbots are already being used at events like virtual trade fairs to answer attendee questions and provide information. Automating customer service allows for more rapid response times and frees up event organizers to focus on planning and conducting their event.

The following are some of the chatbot software platforms that can be installed on your website and used for audience interaction:

• Chatbot.com
• Hubspot
• ManyChat
• Freshchat
• Drift

At a company level, chatbots free up your time by automatically answering common customer/user questions. A chatbot can also generate new leads, improve user experience, and increase sales.

5. 5G Network Technology

With the implementation of 5G network technology, there’s great expectation that music, party, and event venues will provide a much faster WiFi connection. That’s good news for both event organizers and attendees.

This technology is crucial at socially distanced events where you may be using an app or website for table/bar service. The increased speed makes other technologies like livestreaming, VR, and AR smoother, faster, and more efficient. 

Note: 5G wireless technology is intended to deliver higher peak data speeds, ultra-low latency, more online reliability, significantly increased network capacity, more network availability, and a more consistent experience for more users.

Changing Strategies and Technologies

In this article, you discovered 5 technological trends significantly influencing the way events of all kinds are being planned, conducted, and evaluated.

Following the evolution of technological trends and implementing them will help you remain competitive at a time when every lead, attendance, and sale is more important than ever.

Allowing technology to surpass you and your company’s capabilities will lead to the disinterest of your audience, loss in sales volume, and severe reduction in company revenue.

Sources:
its.umich.edu/communication/television-video/live-event-streaming/basics
nytimes.com/wirecutter/blog/how-facial-recognition-works/
us.norton.com/internetsecurity-iot-how-facial-recognition-software-works.html
mitsloan.mit.edu/ideas-made-to-matter/5g-explained
brookings.edu/blog/techtank/2017/06/02/chatbots-move-public-sector-towards-artificial-intelligence/

See https://webcastingandvirtualevents.com/event-strategies-technology/ for the first version of this content.

What is Live Streaming – Everything You Need to Know

Avoid making a mistake or not getting live streaming right. Knowing what live streaming is and how it works will help you remain eye-to-eye in business conversations.

webcastingandvirtualevents.com gathered the following information on live streaming, its applications, and its benefits.

What is Live Streaming and How Does it Work?

Live streaming is when a streamed video is broadcast live over the internet (without previously being recorded and archived). Currently, tutorials, workouts, and social media videos can all be live-streamed.

What is an Example of Live Streaming?

Livestream services can cover a multitude of topics, from social media to video games to professional sports. Platforms such as Facebook Live, Periscope, Douyu, and 17 include the streaming of promotions, celebrity events, and streaming between users (videotelephony).

Is Live Streaming Free?

There are free social media platforms, like YouTube Live and Facebook Live, among others, that allow you to live stream an event free of charge (your costs are the production equipment and hired talent).

What’s the difference between streaming and live TV?

Live streaming is considered the same as streaming, except it permits content to be delivered over the internet as a real-time data stream. For example, encoded media files are broadcast for single-purpose transmission and real-time playback over the internet.

How do I watch live streaming?

To view a live stream, all you are required to have is an internet-enabled device, like a laptop, smart phone, or tablet, and access to the live stream’s platform. Current popular live-streaming apps include Facebook Live, Instagram Live stories, Twitch TV, and Tik Tok.

What are the benefits of live streaming?

Consider a few of the reasons why knowledgeable broadcasters use professional video services, and the valuable advantages live streaming has on hosting virtual live streaming events:

• Customer Support
• Mobile Streaming
• Superior Quality Streams
• Increased Audience Potential
• Unlimited Varieties of Content Use
• Analytics Tracking

What are the disadvantages of live streaming?

A potential drawback of live streaming events is the required increase in bandwidth. Live streaming demands substantial bandwidth, as synced audio and video data are transmitted in real-time over the internet.

Pros & Cons of Streaming Media on a Website

Media streaming has grown in popularity due to advancements in innovation and technology. Similar to other technology-inspired ventures, there are pros and cons associated with streaming media on a website:

Pros of Live Streaming

Instant Viewing – You get immediate access to the content, even when traveling. Various platforms will charge a flat monthly fee to receive full access to their programming.

No Download Time – Streaming platforms have made it easier for audiences to watch their content without stressing over download time or delays. Only a stable internet connection is required for you to watch or attend.

No Memory Space Requirements – There are no downloads involved, and you don’t have to stress over disk or memory space. Live streaming is becoming highly desired, as downloading content on your computer could take up immense amounts of memory, which can adversely affect the performance of your device.

Immediate Playback – In the earlier days of the internet, there was a need for users to include a link on their website if they wanted to share a video with their audience. The visitor had to download the content to watch it later. Now, with video streaming, you can get instant playback.

Multiple Streaming Options – Streaming websites offer you a vast list of options, and there are no limits on how many videos you can watch in a day, provided your subscription is up to date.

Cons of Streaming Media

Online Only – A downside to streaming media from a website is that the videos are only available online. This option severely limits content accessibility to those without internet access.

Internet Speed – Another disadvantage of streaming content is the requirement of a stable internet connection. For the best experience, you will need a minimum of 2MBPS of internet connection. Any less, and you will likely experience buffering and slow web pages.

Security – There is also a risk of exposing or losing financial and personal details when purchasing a subscription from an untrusted platform. However, reputable sites are adopting security measures to ensure your information security.

Live Streaming Technology

In this article, you discovered valuable information about live streaming, its multiple applications, advantages, and disadvantages.

Applying live streaming to your marketing strategy will help enhance the market performance of your products, increase your business’s visibility, and give your audience real-time information.

Ignoring this technology creates space and opportunity for your competitors to reach your audience and ultimately capture their business, decreasing your potential revenue.

Sources:
its.umich.edu/communication/television-video/live-event-streaming/basics
marketing-toolbox.davidson.edu/photography-video/live-streaming/

See https://webcastingandvirtualevents.com/what-is-live-streaming/ for the first version of this content.

Webcasting and Video Conferencing Differences

Avoid using technology in a way that limits your ability to reach a large audience. Knowing the differences between video conferencing and webcasting will help you get your tasks completed, and message delivered more efficiently.

webcastingandvirtualevents.com gathered the following information on how webcasting and video conferencing differ and when each is appropriate for your objective.

Webcasting and Video Conferencing

The way we work today wouldn’t have been possible just a handful of years ago. With major corporations abandoning their “brick and mortar” workspaces and sending their workforces home, remote working and meetings have become commonplace. This global phenomenon has given rise to several significant advancements in online technology, including webcasting and video conferencing.

Video Conferencing Attributes and Advantages

Video conferences are based on a one-to-one or one-to-few format. A team leader or department head will invite a specific individual or group of participants that they want to meet with. You could compare this type of meeting with a telephone conference call, but you can see and interact with each other on your screen. Some other valuable traits of video conferencing include:

• This technology is commonly used, especially now that we (globally) are living in the age of “social distancing” and “remote working.”
• Worldwide, the majority of modern office spaces and home computers are already equipped with video conferencing capabilities being webcams or online programs like Google Hangouts, Zoom, Microsoft Teams, Skype, and Webex Meetings, among others, for one-on-one or group meetings.
• Meeting content is typically not accessible for viewing afterward unless the meeting is recorded and uploaded to a company webpage.
• Meetings, conferences, and planning sessions always happen in real-time.
• Such meetings are not typically open to the public or an audience. Participants must be individually invited to join the meeting by the host.


With video conferencing, a team leader or manager can assemble his/her department regardless of their individual global location.

Webcasting Attributes and Advantages

A webcast is a produced or organized media presentation distributed using the Internet via streaming technology to distribute an individual content source to multiple simultaneous listeners, viewers, and audiences. A webcast can be distributed live or on-demand and could be considered “broadcasting” using the Internet. Some of the advantages of webcasting include:

• Event webcasts can be viewed from practically anywhere. It can be watched from your living room, your office space, or (with your smartphone) from any location of your choice.
• The potential for your message to reach anyone, anywhere remotely. Geographical restrictions are not considered a restriction anymore.
• Webcasting can create a sense of urgency to participate in and/or purchase products due to content being available for a short time. Viewers can access the content information for a limited time and are encouraged to act fast. This creates urgency and curiosity for your event and its content.
• Webcasting and live streaming eliminate steep costs like venue space, travel, accommodation, catering, and other expenses associated with in-person events.
• Answering your audience’s questions, offering solutions to their problems, and providing high-quality content in live streams can keep your viewers’ attention until the event’s end. Creating fun and informative content entices viewers to watch it, share it, and discuss it with friends and family. Compelling content and viewer interest generally lead to brand expansion and increased revenue.
• Additional revenue is secured by charging an “access fee” for the live or recorded event feed, like charging admission for an in-person event.
• Live streaming allows your business to develop deeper connections with your target audience. It also allows your business to directly engage viewers by individually answering their questions and offering real-time solutions to their problems.

Note: When content can be accessed regularly and perpetually, users tend to procrastinate, lose interest, or change their minds about purchasing the content/product. With limited access and availability, a sense of urgency is fostered in your audience.

Tip: Recording and archiving live events can benefit your business down the road by allowing you to revisit content, relaunch products, or improve your methods of engagement.

Webcasting Events - Webcasting is an ideal form of “broadcasting” during times of social distancing and a general reluctance to physically gather in groups or audiences. The following are some of the event types more frequently migrating to this online format:

• Town Halls
• Celebrations
• Funerals
• Fundraising events
• Product Launches
• Learning/Education
• Training
• Lectures
• Seminars
• Entertainment

Note: As gathering restrictions became more strict during the COVID pandemic, webcasting became a safe and acceptable way to continue group and individual engagement worldwide.

Webcasting Platforms - When you want to broadcast your event, the following apps can facilitate seamless live delivery of your content:

• Periscope
• Facebook Live
• ON24
• Splash
• Hopin

Tip: Most online platforms have been developed to facilitate the user experience (resembling a plug-and-play type of experience) while continuing to offer live support.

Video Conferencing Vs. Webcasting

In this article, you discovered the differences between webcasting and video conferencing, their uses, objectives, and impacts.

Knowing the differences between webcasting and video conferencing can aid you in scaling up or down the technology and bandwidth needed to accomplish your objectives.

Not knowing which technology to employ for your meeting or event can make you look unorganized, uneducated, untrustworthy, and foolish to your peers or virtual audience.

Sources:
iml.esm.rochester.edu/polyphonic-archive/article/webcasting-a-technology-that-can-reach-audiences-beyond-the-performance-hall/
ucumberlands.edu/blog/benefits-video-conferencing-and-virtual-meetings

See https://webcastingandvirtualevents.com/webcasting-and-video-conferencing-differences/ for the first version of this content.

Camera Position Tips for Live Streaming Video

Don’t miss the opportunity to look your best and make your live content more inviting and attractive with the right camera position. Knowing how to position your camera will help you get the best angles and shots for your live stream while captivating your audience.

webcastingandvirtualevents.com gathered the following information and tips on camera positioning and improving your live stream content.

Where Should I Position My Camera?

Some camera angles can over-exaggerate facial features or distort your appearance. Video will always be a more significant challenge, especially if you don’t like the way you appear in the shoot.

Placing your webcam or camera equipment correctly can go a long way to achieving the right look. For best results, a USB webcam, full-on professional camera equipment, or the built-in webcam on your laptop, the camera lens should sit at or above eye level of your speaker, no higher than the hairline (unless using a more dramatic/dynamic shot).

Once the camera is in place, avoid shooting too close to the camera. Viewers may be turned off by someone being too close to the camera on a live video stream. Position the camera far enough away to capture your speaker’s shoulders and entire face with room to spare.

What Are Some Principal Camera Angles?

The degree, angle, or position of a camera can fundamentally alter the meaning of a photograph or video. Consider the following:

Low Angle – The subject or speaker is framed from below their eye line in a low-angle. A low-angle shot of one person is frequently used with a high-angle perspective of the other person to illustrate power dynamics between them.

High Angle – The camera, in a high-angle shot, is pointing down at your speaker. This perspective leaves viewers with the impression that they are “looking down” on them.

Dutch Angle – The camera is inclined or tilted to one side for a Dutch angle (Dutch tilt). You can leave viewers with a sensation or perception of disorientation, a destabilized mental state, or heighten tension by tilting the horizon lines of your video in this fashion.

Eye Level – You can achieve a completely neutral perspective by shooting your video at eye level (avoiding any superior or inferior positioning). This is similar to how we view and interact with people in real life, our eye lines intersect, and it can potentially eliminate barriers.

Overhead Shot – Overhead shots are taken from above and look down on your subject or speaker. These are typically filmed at 90 degrees from above; lesser angled shots would be referred to as low-angle shots.

Shoulder Level Shot – A camera angle that is as high as your speaker’s shoulders is known as a shoulder-level shot. Shoulder-level shots are more common than eye-level shots, which can make your speaker appear shorter than he or she actually is.

The speaker’s head can reach the top of the frame because the camera is aligned with the shoulder. It also raises the subject’s eye line slightly above the camera, giving an impression of a lower viewpoint.

Over The Shoulder (OTS) Shot – One angle that can change a viewer’s perception of a live conversation is an over-the-shoulder shot. For example, video of one speaker’s face captured from “over the shoulder” of another speaker can be used to demonstrate a conflict, disagreement, or confrontation.

Cowboy/Hip Level Shot – When your camera is positioned around waist height, you’re taking a hip level or cowboy shot. Hip-level scenes are more beneficial when one person is seated and the other is standing.

Cowboy shots can be incredibly effective camera angles when there is action occurring at hip level. This is why the shot is known as a “cowboy shot.” Have you pictured a gun, holster, or rival off in the distance in your imagination yet?

Close-Up Shot (CU) – When you want to focus on your speaker’s facial features without any distractions in the video, use the close-up. For this type of shot, your speaker’s face would be shown in a close-up from their brow to their chin.

Medium Shot – A medium shot or a mid-shot falls somewhere between a close-up and a long shot. The subject is shown from their head to their waist. It’s a close enough shot to see their face while also seeing some of their body language.

Long Shot – A long shot would be the complete opposite of a close-up. It sees the entire body of the subject, from head to toe. This offers a better feel for the subject’s surroundings and conveys information that would be otherwise omitted in a close-up.

Lighting Tip

All cameras can capture more superior video when there is a good light source. When selecting or setting up a place to record, avoid locations with low light or too much background lighting (windows positioned in the background can often present a challenge for some cameras like webcams). Poor lighting can leave your video appearing washed out or leave your speaker looking like a shadowy figure.

Light your speaker from the front with soft, indirect light, and minimize other existing lighting in the room, particularly from windows or light sources from behind.

Background Tip

Even though you’ve made your speaker the center of attention in your video production, you still need to be aware of the video’s background contents. Your audience will take notice of everything, and it can easily distract their attention from your speaker. Try to keep your background simple, avoiding anything overly busy or cluttered, and avoid windows that would let in natural light or may reflect your computer screen. Choosing a plain wall as your video’s backdrop is often the best option.

For more tips to get the best video shots, see 10 Tips for Video Recording Yourself.

Test and Practice Your Camera Position

This is particularly crucial if you’re recording in a new or unfamiliar location or with new equipment. It’s always recommended to record test videos to confirm that your setup and equipment are giving you the look, sound, and feel you desire.

This is also an opportunity for your speaker to practice speaking in front of the camera.

Live Streaming Camera Tips

In this article, you discovered crucial information and tips about camera positioning, lighting, and backgrounds.

Knowing where to place your camera for a live event can make or break the success or failure of your event. Learning how to maintain your viewer’s attention will ultimately lead to more successful campaigns and higher profits.

Poor camera positioning, set layout, or bad lighting can lead to your live stream’s audience fleeing from your event and potentially cost you your revenue.

Sources:
nfi.edu/camera-angles/
users.rider.edu/~suler/photopsy/camera_angles.htm
technicallythinking.org/2013/05/27/video-directing-101-camera-placement/

See https://webcastingandvirtualevents.com/camera-position-tips-for-live-streaming-video/ for the first version of this content.

How To Increase Virtual Event Attendance

Prevent the embarrassment of poor attendance and engagement at your virtual event. Knowing how to attract people to your virtual event, then keep them engaged will make your event more memorable and considered more of a success.

webcastingandvirtualevents.com gathered the following information about multiple ways to increase your virtual event’s attendance while increasing their duration at the event.

Who Is Your Audience?

One of the first steps to delivering an impactful virtual or hybrid event, that people actually want to engage with, is to gain a deep understanding of your audience.

Optimize Event Landing Page

Your event landing page is where your potential attendees will first learn about your event in great detail, also generating a first impression. Impress your potential attendees with a clean, organized, easy-to-navigate page, communicate clearly, and present a concise event offering.

By the time this article was posted, we can safely make the assumption that everyone is burnt out from never-ending zoom invites and lengthy online meeting agendas with unclear verbiage. Simplify your approach and deliver a refined event promise, highlighting the value it offers. Present as many event details as possible in a simple way – what’s the concept & purpose of the event, what problems/questions does your event address, what to expect from speakers, events, and sessions, and who to contact for further clarification, etc. 

Cross-Advertise Your Virtual Event

The theme or purpose of your event will determine where you choose to advertise. However, if your event is open to the general public and you want to increase its potential reach, list it on websites such as Eventbrite, Facebook’s listings for events, and other similar sites. It’s usually free of charge to list an event on most sites, and these listings can exponentially increase your reach, especially if your event subject relates to what people are searching for.

Increase Email Marketing Campaigns

Email is one of the most effective ways to engage your audience and drive virtual event registrations. Create emails that highlight different segments of your event; from networking opportunities to keynotes to breakout/lounge sessions.

Communicate with attendees who have already completed their registration. This may involve sending event reminders or pre-event content that helps foster excitement about your event. Finally, include a simple way for everyone to add the event to their calendars.

Note: Your email base will only spend 11 seconds or less browsing your emails. This means your communication should be conveyed at a glance. Emails with bold imagery, clear calls-to-action, and relevant messages will perform best. However, it’s essential to A/B test different variations of your promotion’s emails to find which performs best for your audience.

Encourage and Reward Your Attendees for Bringing a Guest

Consider how referral campaigns work. If your attendees refer other attendees to your event, they should be rewarded. Encourage event attendees to refer other like-minded people to the landing page or to the event. It could be a friend, a mentor, or even their whole community. Rewards could range from a gift card to a new pair of air buds.

Put together a referral and reward program, then let your attendees know about it and its potential rewards. As soon as someone adds a guest to their registration or just publicly shares information about the event asking more people to join, show them gratitude, and send them a reward. 

Use the Influence of Your Speakers, Special Guests, and Moderators

Make sure your speakers or moderators vigorously promote your event and their participation in it on their own social media channels. They may have a sizable audience who are fans of their work and will be inclined to attend. Confirm early on if your speakers will be emailing their own networks with event information or sharing it on social media.

Note: This should work both ways; in return for their support, promote your speakers on your channels and tag or link to their pages so they can benefit from your audience as well.

Pre-Event Q&A with Your Speakers and Experts

Assume the role of your potential attendees. Wouldn’t you love to get answers to questions you have about an event? Especially one you’re considering investing your valuable time and energy in. Allow your attendees to ask questions (pre-event) to speakers or event staff.

Consider sponsoring a real-time Q&A session or a chatbot on your event’s website. Virtual event platforms make this fairly simple. You can create an open and moderated Q&A session right from the organizer dashboard.

Tip – Once you’ve done the above tactics to increase your event attendance, learn these 13 Ways To Make Your Virtual Event More Engaging.

Offer On-Demand Post-Event Content

Entertainment and content is a significant reason for attending your event. If you will offer on-demand recordings and presentations after your event is over, make that abundantly clear during registration.

Even if attendees can’t participate in your event, they may still be inclined to register if it means having access to the on-demand content post-event.

Note: They’ll still be engaging with your content and brand, even if it’s not live.

How To Increase and Maintain Virtual Event Attendance

In this article, you discovered several ways to increase your virtual event’s attendance and keep their attention while they are there.

Clearly defining your audience and marketing to their interests and likes will increase attendance and focus in your virtual event.

Without leveraging the advantages and knowledge you possess when marketing your audience, you are likely to have poor attendance at your virtual event.

Sources:
socialmediatoday.com/news/how-to-shift-from-physical-to-virtual-events-and-maximize-event-outcomes/574048/
specialevents.syr.edu/resources/virtual-events/index.html
vtechworks.lib.vt.edu/bitstream/handle/10919/100861/37%20Virtual%20Event%20Ideas%20for%20Your%20Next%20Online%20Event.pdf?sequence=1&isAllowed=y

See https://webcastingandvirtualevents.com/how-to-increase-virtual-event-attendance/ for the first version of this content.

Virtual Awards Ceremony Ideas and Planning

Don’t allow the risk, fear, or cost of an in-person event prevent your company awards ceremony from happening. Knowing how to organize and run a virtual awards ceremony will enable you recognize and reward your “standout” team members, while staying safe and saving considerably.

webcastingandvirtualevents.com gathered the following ideas and planning tips to help guide you in planning and running a memorable awards ceremony.

How To Do a Virtual Awards Ceremony?

Your awards ceremony can be set up and conducted similarly, whether it is in-person, virtual, or a hybrid event. The following will help you through the planning process:

Select Award Categories – For what achievements will you be recognizing and awarding people? Create a list of departments and what accomplishments they should be rewarded for as a group and individually. These categories can include:

• Most Improved Production Awards
• Milestone Anniversary Awards
• Team Performance Awards
• Department MVP Awards
• Corporate Recognition Awards
• Employee of the year Award

Develop criteria or achievement standards for the awards you create. This generates interest, friendly competition, and keeps your employees striving for excellence.

Appoint a Selection Committee – Now that you have award categories, it’s time to select your recipients. Here are some selection methods you can employ to make these decisions:

• Gather senior staff to evaluate and select winners from a list of candidates
• Use a popular vote method in which all employees cast their votes
• Allow statistical data to determine front-runners and winners

Different selection methods can be used for different awards. You may find it beneficial to keep the winners anonymous until the “Big Reveal” at the awards ceremony. Excitement and anticipation are excellent audience drivers.

Order the Prizes – The prize for each award category should represent its significance in size and beauty. Once you have established an award, choose the item that will represent it. Consider the following:

• Gift Certificates
• Cash Awards
• Engraved Crystal
• Glass Awards
• Plaques
• Company Merchandise
• Commemorative Items

The physical awards to choose from are practically unlimited. If you formed a selection committee to name award recipients, that same committee could be tasked with determining appropriate prizes.

Tip: Having the current year’s awards showcased in a prominent display, months before selecting the recipients, can motivate employees to better their performance.

Decide on an Award Delivery Method – Getting the physical awards to their recipients may pose a challenge. As many companies have adopted long-term remote working policies and technology allows us to work from home efficiently, the need to be physically present in an office or at a company is quickly becoming a thing of the past. The following are practical award delivery methods:

• USPS
• UPS / FedEx
• Personal delivery
• Ship direct from the manufacturer

Note: Awards may also be kept on location until recipients return to the workplace

Choose a Video Conferencing Platform and Streaming Service – Virtual events are similar to other kinds of conferences, but they take place over the internet. Virtual events let you hold meetings and engage your audience, allowing them to participate through interactive technology, all while helping you achieve your interactive goals. There are multiple free and paid platforms you can use to host and livestream the award function, including:

• Livestream
• Brightcove
• Skype
• YouTube Live
• Facebook Live
• YouNow
• Google Hangouts
• Zoom
• Twitch

Tip: When selecting a platform for your event, verify that the bandwidth will support your audience while maximizing ease-of-use for your attendees. Contact the platform’s customer service department at least a month in advance to discuss attendance limitations and feature abilities.

What Goes Into an Awards Ceremony Script – An award ceremony script consists of an introduction, climax, and ending.

• Welcoming everyone should be your first priority.
• Then, the introductory part of the event and its purpose.
• Keep your speeches and explanations brief to avoid putting your audience to sleep.
• Keep it engaging, interactive, scripted, and fun until the end.

Tip: Rehearse the ink off the paper! Repetition is key to reducing the margin of error, sharpening your timing, and becoming more comfortable with the event as a whole.

Note: The more of your event that can be scripted, the better it will flow from start to end. If everyone producing and participating in the event follows the same scripted sequence of events, you can all but eliminate potential event breakdowns.

Market Your Virtual Awards Ceremony – The last thing you want is to hold a virtual awards ceremony with no attendees! The more you promote your event, the greater level of excitement you’ll generate for it. Send multiple reminders that create a sense of urgency for your event as it approaches. Here are a few ideas to help promote your event:

• Break out your email lists – send invites and subsequent reminders
• Launch an event page that showcases your event
• Post reminders and updates across social media platforms
• Use keywords and key phrases to better your search potential
• Create a vlog and upload videos dedicated to your event

Another reliable but often forgotten marketing strategy is word-of-mouth. Get your employees, suppliers, vendors, friends, and associates to invite their friends and families.

Tip: Attract more attendees by raffling off items or randomly selecting attendees from your virtual audience for prizes or free gifts.

Sponsor Participation – Increase your event’s audience and credibility by having it backed by sponsorship. Brands sponsor events with the expectation of gaining greater visibility (brand recognition) and ultimately sales.

Acquiring sponsors for your virtual awards ceremony can not only provide more options for audience prizes but increase the event’s budget.

Virtual Event Dress Rehearsals – Practice, practice, and practice again. The more time you can devote to rehearsing the content and flow of your event, the less probability you will have of stumbling over your words or mixing up the event sequence. This time will also allow you to familiarize yourself with and test run the video conferencing platform.

Tip: It is imperative to verify that each invited guest can access the shared link that you send out and that any system glitches are resolved before the event. Rehearsals can seem tedious, but they are the best way to expose system fragilities.

How Do You Make an Awards Ceremony Fun?

Making your awards ceremony an engaging, fun, and memorable event is easier than you may think. Use the following ideas to add some entertainment to your event:

• Hire a professional comedian to emcee or host the event.
• Book a special keynote speaker.
• Offer outstanding cash prizes for “flash contests” via text or email (data collection).
• Take music requests from your virtual audience.
• Conduct Q&A sessions intermittently throughout the event, again via text or email.

Tip: Have as much fun with your audience as you like but be mindful of the time and content used to entertain your audience. For more ideas, check out our blog post – 13 Ways To Make Your Virtual Event More Engaging.

What Do You Say When Presenting an Award

Presenting an award to a guest, an employee, a business partner, or a customer should be treated as an honor. It’s exciting to celebrate someone’s accomplishments and how he/she has added value to your business’ mission. Carefully plan your award presentation, so you make it a memorable occasion for the recipient. Consider the following:

• Understand the details of the work it took to get to this point.
• Know who is receiving the award.
• Know the correct pronunciation of their name.
• Present the award within the allotted time.
• Know where the award is kept or who will bring it to you.

When presenting the award:

• Tell a brief personal or humorous story about the recipient.
• Acknowledge the recipient’s worthiness of the award.
• Keep stories about yourself out of this moment (it’s not your moment).
• Keep your speech short, call up or announce the recipient and step aside or move on.

Tip: When holding and presenting the award (be it a trophy or certificate), hold it with respect. This shows the audience and recipient the value attached to the award.

Why Hold a Virtual Awards Ceremony?

Virtual awards ceremonies help boost morale while reestablishing stamina and trust by leaving your employees, staff, clients, and vendors knowing their work and results haven’t gone unnoticed.

Virtual Awards Ceremony Production

In this article, you discovered several ideas and tips to help you plan and put on a memorable virtual awards ceremony.

By holding a virtual awards ceremony, you can energize your workforce by acknowledging their efforts, improvements, and milestones.

Failing to recognize your team’s work can result in their lack of motivation, reduced productivity, and a significant loss of revenue.

Sources:
sites.duke.edu/dukesepc/2020/10/29/taking-awards-ceremonies-into-the-virtual-world/
tasb.org/services/hr-services/hrx/hr-trends/recognizing-staff-and-students-during-a-pandemic.aspx
awana.org/2020/04/21/creative-ideas-to-make-your-awards-celebration-memorable-while-sheltering-in-place/

See https://webcastingandvirtualevents.com/virtual-awards-ceremony-ideas-planning/ for the first version of this content.

How to Host a Virtual Event: Tips and Advice

Prevent improper planning and lack of audience engagement from ruining your virtual event. Knowing how to plan, produce, and execute a flawless virtual event will increase your viewership, and extend your reach to a global level.

webcastingandvirtualevents.com gathered the following information, tips, and advice to help you conceive, plan, and execute your virtual event.

What is a Virtual Event?

A virtual event is a partial or complete online event livestream or webcast whereby attendees view and interact in a virtual environment rather than a physical location. Virtual events can be multi-session online events, often featuring lectures, Q&A, webinars, and webcasts. The following are just a few of the online events you can host:

• Training
• Courses
• Tutorials
• Lectures
• Conferences
• Shows/Concerts
• Performances
• Behind-the-scenes
• Interviews
• Location tours
• How to’s

Here is an excellent example of how large, live, in-person events can turn 100% virtual. Amidst the breakout of the COVID-19 pandemic in 2020, World Wrestling Entertainment (WWE) Network migrated all of their in-person programs, such as Monday Night Raw, NXT, and Friday Night Smackdown, from live to virtual audiences.

Watch this video to see how live, cheering fans were replaced by hundreds of monitors with individual live feeds of fans viewing the show remotely.

Virtual Event Planning

Virtual event streaming services have helped companies produce events extending beyond geographical limitations. Virtual events can be 100% virtual, or hybrid, and accompany a live (in-person) event. However your event is orchestrated, your company should be fully invested before event streaming. The following are considerations and questions that will help your virtual event planner organize a virtual event with your remote audience in mind:

Audience Demographics – Who will attend your event, and what do you know about them? Ask the following questions to attain a better understanding of your audience:

• Is your audience inclined to attend a virtual event?
• What timeframe is best for your audience?
• Once tuned in, what subject matter will keep their attention locked in?
• What event format do they find more appealing?
• What offers (swag, discount codes, contests, raffles, etc.) will your audience respond to best?

Tip: As you begin to plan your virtual event, inform yourself about your audience by conducting surveys, starting a discussion forum, or whatever means that allow you to create a more extensive profile of your audience’s demographics.

Event Date and Time – When is the best time to hold your virtual event? Consider the following:

• Survey your audience with three or four options of days and times.
• Avoid dates that coincide with major sports or entertainment events.
• Consider your overseas audience as well (cultural festivals, time differences, etc.).

Note: While you are not likely able to appease the totality of your audience with a specific date, your event, after the live show, can be uploaded to YouTube.

Format Definition – Whether your event will take on the characteristics of a seminar (one person addressing your audience), a trade show (with multiple vendors and information), a workshop (with learning and tutorial elements), or a combination of these. Consider the following virtual event production options when determining a format and features for your virtual event:

• Real-time Q&A with the ability to engage both viewers and attendees
• Custom graphics for titles and animations
• Slides and/or video presentations
• Downloadable documents for workshop and seminar support
• Live switching with multiple camera angles to provide a personalized point of view (POV)
• Virtual Reality (VR) elements
• Augmented Reality (AR) to offer a more interactive experience

Note: The more components or moving parts you add to your virtual event, the more potential you will have for glitches, timing mishaps, and other technical issues. For this reason, you should have a host or emcee in control of the event’s flow and operation.

Emcee/Presenter Selection – The selection of an experienced event emcee or presenter is vital to maintaining a consistent flow throughout your event. Your emcee should be:

• Comfortable presenting in front of a camera, as well as a live audience
• Quick to respond to or direct questions from social media viewers and online participants
• Well enough versed in the event to dispatch the need for scripted information
• Capable of maneuvering around or filling in for unexpected glitches (late speaker, technical difficulties, etc.)

Note: Your emcee can be a professional speaker hired for the event or a member of your organization, comfortable with public speaking.

Tip: By using two emcees or presenters, they can split up speaking time, detect and resolve technical issues more quickly, and even add another layer of interest to keep your audience dialed into your event.

Platform Selection – There are numerous live streaming and virtual event platforms, and you may already be familiar with their capabilities, controls, and limitations. Some of them include:

• Periscope
• Zoom
• Microsoft Team
• YouTube Live
• Twitch

Depending on the diversity or complexity of the event you want to host, you may want to contract a corporate event production company to help you plan, organize, and curate your event. Some of the benefits of hiring an event production company include:

• Pre-Production
• Custom Graphics Support
• Custom Video Player
• Audio and Video Support
• Webcasting Support
• Dedicated Technician(s)
• Live Switching
• Post Production
• On-Demand Delivery

Whether your event plays to the medical field, Government organizations, corporate board meetings or annual reports, education, training, or other areas, an experienced production company can flawlessly guide you into and through your virtual event. Watch this video to learn more about working with a virtual event production team.

Virtual Event Marketing – In the same way in-person events are marketed, so should virtual events. Consider the following marketing methods:

• Create social media posts, tweets, chats, and stories that include links to relevant content, a virtual RSVP book, event participant bios, vlogs, and relevant hashtags.
• Invite social media influencers to help promote and broaden the reach of your event.
• Email your subscribers, using your newsletter as a vehicle, or send virtual invitations.
• Print promotional announcements, flyers, or postcards and use direct mail to reach your audience.

Note: In-person attendance to your event should be determined, in part, by the size of your venue and your ability to observe/encourage health safety guidelines.

Virtual Event Venue – The nature of a virtual event allows you to hold it practically anywhere. However, the components of your event (in-person attendance, trade shows, workshops, speakers, etc.) demand that you make accommodations for them.

Secure a venue that provides enough space for your in-person attendees, stage, podium, audio/visual, and lighting equipment.

Hosting a Virtual Event

In this article, you discovered essential information, tips, and advice that help you understand the many facets of a virtual event, and how to take it from conception to execution.

Knowing how to plan and market your virtual event will help you increase your audience, extending your brand’s reach, and subsequently growing your business.

Carelessly throwing together a virtual event, ignoring its basic structure and necessities will lead to a loss of viewership and waining confidence in your company’s capacities to fulfill consumer needs.

Sources:
boisestate.edu/eventservices/go-virtual/
brown.edu/offices/events/planning-resources/virtual-events-planning-guide
specialevents.gatech.edu/virtual
hls.harvard.edu/dept/events/hls-community-event-resources/virtual-event-planning-101/
fs.usda.gov/sites/default/files/legacy_files/FS-green-virtual-events-checklist.pdf

See https://webcastingandvirtualevents.com/how-to-host-a-virtual-event-tips-advice/ for the first version of this content.