Online events - lessons I learnt in 2021
In 2021, I spent over 590 hours designing and delivering online events – from short, sharp half-hour tech demos to multi-day, multi-platform, multi-language conferences. I've learnt quite a few lessons along the way – so I'm sharing them with you, in case you ever have the daunting task of organising an online event!
Choose the right platform(s)
Ask yourself what you need to achieve with your event and what functionality will enable that. Then think about what you as the facilitator are comfortable using, and, most importantly, what your attendees will be comfortable using too (more on that below).
For simple meetings, my default is Zoom or Teams. They're both pretty stable (prioritising audio over visual in low-bandwidth situations) and can be used via app or browser (so broadly accessible for most users). Both now have breakout room options, recording and transcript functions, and whiteboard integrations (more on that later). They are also so widely used that most attendees will be familiar with how they work. However, both require paid-for licenses to access most features. If you're looking for free, easy-to-use and straightforward, Skype is an excellent option for up to 50 people.
One of Zoom's standout features is its simultaneous interpretation function. I've facilitated a couple of multi-language events over the last year, and the ability for attendees to click on a channel and participate in their preferred language is a massive win for engagement. You need to hire interpreters familiar with the platform and do lots of tech explainers for attendees. Still, they are so much better than auto-generated live captions (which can be hilarious and nonsensical – but defeat the object of increasing accessibility).
Back to the online whiteboards I mentioned earlier. They're great if you're holding online workshops and want to facilitate brainstorming and teamwork. I must admit that I've not had much luck with the built-in Zoom and Teams versions, and I usually ask attendees to use Miro. This ideally involves familiarising them with the platform beforehand or an intro icebreaker as part of the workshop. Miro also has an in-app meeting function (so you don't have to meet on Zoom and then link to Miro) or it can be integrated into Teams. It has a free version, but you need to pay to unlock some of the best functionality. There's also Mural and Google Jamboards if you're looking for alternatives.
For multi-day events, like conferences, I've used both all-in-one conference apps and a combination of platforms to achieve similar results. I used a Zoom/Miro combination for a four-day event where I built the Miro board into an event homepage, with the programme, session links and resources embedded. I've also used a Zoom/Platform4Dialogue combo, which was great for asynchronous, text-based inputs for those unable to join live.
As for the all-in-one app, Hopin has features that aim to replicate the real-life conference experience in an online environment – such as sponsor booths, spontaneous networking, a main stage for keynotes and smaller 'rooms' for other sessions. I very much enjoyed putting an event together through the platform and would recommend it – although Zoom has recently launched 'Zoom Events' to compete, and it looks to be a much more cost-effective option. There are platforms such as V-Fairs, which take virtual conferences to a whole other avatar-creating level, but I've not had a client ready for that yet!
There are lots of other apps and platforms to enhance online events. Mentimeter can support attendee interaction with quizzes and word clouds – and Slido does something similar. I've used Google Drives to save resources and make them easily accessible (Dropbox too).
Teamwork makes the (event)work
Delivering an online event can be stressful, with lots of moving parts. The more people you can bring on board to support you in the planning and delivery, the easier it'll be – even if it's just someone to talk through your ideas with or who will sit in a practice event and give you feedback while you fiddle with the set-up.
For multi-part events, such as conferences and workshops, I've found that you need at least two facilitators in each session. One person facilitates the content with the attendees (guiding them through sessions, asking questions), and another does the tech (sending attendees to breakouts, administering polls, keeping an eye on the chat). And if you need a record of the event in real-time (i.e., for reporting back in plenary at the end of the day), you need a third person to take notes.
This might seem excessive, but from my experience, it isn't. If you want a well-planned, delivered and recorded event with a smooth experience for attendees, then you need several people there on the day to achieve that.
Prepare as much as possible in advance
Getting everything ready for online events can be time-consuming. From my experience, it takes at least six weeks to get ready for an online event and even longer if it's open to the public as you need to build up momentum and get people to sign up.
Content needs to be prepared and loaded into programmes or onto platforms such as Hopin or Platform4Dialogue.
Workshop spaces on online whiteboards should be prepped in advance (and tinkering with these can take a surprisingly long time if you like things *just so* like me).
Attendee guides and videos need to be created and shared as far in advance as possible so that they can be watched/read, and understood.
Give yourself time for tinkering, editing, feedback and collaboration with colleagues. Getting everything ready will help you deal with anything that goes wrong while you're live, rather than having to scramble around putting everything together on the fly.
Practice, practice, practice
As the facilitator, you need to be comfortable with the tech you are using, or things can quickly spiral out of control, so practice is super important – particularly if you're using a new platform or some new functionality.
The same is true for speakers and attendees. I always schedule time with speakers in the run-up to events to ensure that they can access the platform we're using (especially if it's new to them), practice using the functionality (like sharing their screen) and answer any questions they might have. It helps build their confidence and reassures them that they know what they're doing. It also means you're not meeting for the first time just minutes before the event, and you already have some rapport between you.
The most important thing I think about when doing tech checks and rehearsals is that, in most cases, speakers are presenting or talking about something that they've worked hard on or means something to them and that they want their session to go well. It's my job as the facilitator to enable that – I might know the functionality like the back of my hand but they likely don’t and are nervous about it.
Online events rarely run seamlessly. Internet might drop, microphones might fail, and new platforms can be daunting for even the most tech-savvy attendees and speakers. But if you make sure you know what you're doing, have the right tech in place to achieve your aims, and have content and speakers prepped and ready to go, then you're definitely on the path to success.
And if you'd like some help with your online events, you can talk to Insightful\Exchange for some help! Find out more about our Knowledge Sharing work or contact us.