COVID 19 has forced many professionals into becoming fast experts on online meetings. Routine work activities have been creatively reconfigured to work with social distancing guidelines. Even Saturday Night Live has found ways to do their skits through zoom. While virtual events have become ubiquitous in a post COVID-19 world, many still feel anxious about hosting an event or livestream of their own. For one, meeting platforms can get pretty expensive. And it seems like the more features you pay for, the more complicated it becomes to manage. So how do you make sure your meeting looks professional and retains guests, but doesn’t break the bank?
We think these pointers will help:
- Run several tests before the date of the livestream.
Practice makes perfect. While each video chat and streaming platform might offer tutorials and FAQs that can offer basic guidance, most likely these resources will be incomplete. You want to ensure you feel completely comfortable troubleshooting on the spot if needed. We recommend getting a few coworkers beforehand and running through a rehersal of the event with them.
- Make sure you have a good signal.
This seems obvious but is perhaps THE single most crucial issue to solve before you host an important event.
Does your home have slow WiFi? See if there is an office you can use. Is there a spotty signal at work? Call your internet provider and ask if there is something you can do to fix it. There is nothing more awkward than getting kicked off a call right when it is your turn to speak. A good signal is crucial to running a smooth event.
- Have 3-4 staff available to manage the event.
A few minutes before your event kicks off you will most likely receive dozens of messages and calls from guests who can’t view the livestream, participants whose sound isn’t working, or someone who has lost the link. Are you prepared to handle all that, host, and present? We recommend 3-4 staff, each with well-defined roles:
- One person whose entire job is to share slides, and if your platform allows, manipulate whose screen is being livestreamed. This person needs to focus on transitioning from PowerPoint to different speakers and back and must do it as seamlessly as possible.
- One person who can step in if the presenter’s signal drops.
- One person who will manage incoming comments or questions. If you anticipate a high number of questions from guests it might be helpful to include an additional person.
- Prepare a script and make sure multiple people have a copy in case the host’s signal drops off.
You should have a script or at the very least a loosely written game-plan for all events, but especially so in the case of virtual ones. In person you have the advantage of non-verbal cues. On a call, you will be relying entirely on the host to call on people, give direction, and manage their time. A script will ensure everyone knows when it is their turn to speak, when the presentation should be cued, and when someone should step in if there is an issue.
- Make sure you’re using the correct software/programs.
This one requires a little bit of research to execute well. Some live-streaming platforms work better with specific browsers and will glitch if you use the wrong one, some offer paid and unpaid versions, and some may have multiple ways of streaming depending on the device you are using. Facebook Live, for example, lets you stream directly from their website or by using a separate streaming software like Ecamm–each has its own benefits and drawbacks so it is important to research which option will work best for you and your organization.
- Have a backup host.
In the event there is a technical difficulty, such as a video not playing or someone’s audio not working, you should have a backup host that can take over. With the plethora of online workshops and forums being offered now, most people understand that coordinating virtually involves juggling many different variables. Don’t feel awkward if something goes wrong. Instead, practice for it. A seamless transition between hosts will communicate to your audience that despite all the difficulties, your organization is prepared.
- Make your presentation accessible to everyone.
I love participating in virtual workshops and signing up for online lectures, but I have terrible signal at my house. I know that my screen will probably freeze many times during a presentation.
Different computers have access to varying quality of signal and bandwidth. Keep in mind that your presentation has to be viewable to everyone. Don’t add too many elements like video that could make the presentation confusing if there’s lag. Make sure to email slides to guests before the event begins so they can still follow along even if their screen is frozen.
- Be smart in how you stack your show.
You may start on time, but chances are, your guests won’t. As noted in point three, many people have last-minute issues getting on. So stack your program with a nice welcome, perhaps saying hello to guests, and then a visual that makes sense for your program but isn’t essential for everyone to see. Buy time so that everyone you need to be there is there, then get into the meat of your program.
- Manage expectations.
Understand that livestreams and virtual meetings will inevitably feel different than in-person ones. Virtual meetings have allowed people to access services, collaborate, and have increased accessibility for many. It is an incredibly valuable tool, but it has limitations. Some events will be extremely successful and some will just feel awkward in this format. It is important to set realistic expectations for your events and pivot when you learn something isn’t working.
Lastly, don’t be afraid to make mistakes. Going virtual might feel scary and overwhelming at first, but with practice and a little experimenting you can really expand the ways your organization engages with its audience. Start out small, surround yourself with good people to help, and then expand your audience once you become more comfortable. You’ll be surprised how quickly you start to feel like an expert.
