Hosting a virtual event presents its own unique challenges. Some apply to in-person ones, while some mistakes are specific to hosting an event online. This guide was created to show organizers the most common mistakes when hosting virtual events and how to avoid them. By avoiding these mistakes, you’ll be able to create a virtual event experience that’s purposeful, engaging, and effective.
Virtual Event mistakes
The following are the five most common mistakes virtual events organizers make.
Lacking Structure
A structured plan is vital for virtual event success. Without it, expect awkward pauses, overlapping speakers, and attendee confusion. Start by creating a detailed schedule, including time slots for speakers, segments, and breaks. Incorporate Q&A sessions using a live chat tool to engage attendees. Post the agenda before the event starts to set expectations and eliminate unnecessary introductions. Flexibility is key—prepare backup plans for technical issues or speaker absences.
Wasting Time on Irrelevant Topics
Time wasted on irrelevant topics can derail your event. If your goal is relationship-building, avoid lengthy product pitches. Define a clear event goal and ask yourself:
What should attendees take away?
What content supports my goal?
What agenda items don’t serve the event’s purpose?
By focusing on relevant content, you’ll create a more engaging virtual event. Craft a purposeful virtual events script to keep speakers on track.
Trying to mimic an in-person event
Virtual events aren’t meant to be structured like an in-person event. This is one of the biggest mistakes virtual events organizers make. At an in-person event, networking is more natural, attention spans are greater, and distractions are minimal. With an online event, people can’t meet each other face-to-face, leaving the event early is much easier, and distractions are unrestrained.
Technology allowed events to seamlessly transition from in-person to online, but the strategy for running each is different. To create an effective live stream event, host one that has the excitement of an in-person event without trying to completely replicate an in-person event.
Start by tightening your agenda. Because attention spans are shorter online, virtual events should typically be shorter than comparable in-person ones. Long content blocks and drawn out speeches don’t translate as well online as they do in-person.
Next, provide guidance when it comes to attendee networking. Casual conversations are more natural in-person than they are online. Therefore, assign discussion topics when sending attendees into breakout rooms. This gives your audience a talking point and can prevent awkward conversations.
Finally, make your virtual events as easy to access as possible. A huge advantage of virtual events is the ease of packaging and accessibility. When deciding between different software tools, choose those that let users access content in multiple ways and from different devices. You can also provide content libraries, summary posts, and quick video-clips to your attendees.
Not having a moderator
Having an assigned moderator is a great way to improve your live event. Without a moderator, virtual events can lack direction and smooth transitions. A moderator is a great person to provide an introduction, introduce new speakers, and guide the event through its stages.
When deciding on a moderator, pick someone who is enthusiastic and who understands your audience. Your moderator is likely the first impression for your event, so choose someone who’s excited about it. By selecting someone who understands your audience, you’ll be able to build better relationships with them.
Forgetting to practice
Not practicing before hosting your live stream event is an easily avoidable mistake. Your speakers, moderator, and behind-the-scenes crew should all be familiar with the agenda, the virtual event platform, and their individual duties when hosting an event.
As with anything, practice makes perfect, and conducting just one practice run will allow your team to spot potential issues and overcome them. Speakers should have a rough set of notes and script for their speeches. The practice run allows them to see if they’re taking too long, finishing too early, or are right on time.
Make sure everyone is comfortable with the virtual event software. Test internet connection, get everyone logged in, and double check their camera and microphone. Once these are set up, the practice run will ensure that everything is working properly.
How Arena Can Help
Arena offers tools to enhance virtual events. Use Arena Live Chat for engagement through messaging, polls, and Q&As. Pair it with Arena Live Blog for real-time updates. Arena Personas tracks attendee data, helping tailor future events.
Conclusion
Avoiding common mistakes ensures a successful virtual event. Structure your event, focus on goals, use online strategies, assign a moderator, and practice. These steps lead to a positive audience experience and event success. Arena’s tools can further enhance engagement and streamline your event.
One way to improve your event structure, stay on topic, and engage your audience is by creating an effective virtual events script. A script can be used by speakers to guide them through their speaking points, remind them of what to say next, and keep them organized and focused on the goal. To discover how you can create highly engaging scripts for live coverages and virtual events, download our free eBook by clicking the link below.
