5 Mistakes to Avoid When Organizing a Virtual or Hybrid Event

Organizing a virtual or hybrid event may seem easy, but make no mistake, the mission can be risky! To help you avoid failing and equip you with the right tips so that you can organize an event that will make a lasting impression, Eventdrive highlights 5 mistakes you should not make if you want to succeed.

1. Not using a good platform for organizing your virtual event

Even if the foundations remain the same, the organization of a virtual event is completely different from a physical one.

This is why it is important to take the time to choose the right event software that will help you to carry out your goals. Believing that you can combine several different tools to manage your events, interactivity, networking between participants, and ensure a smooth live broadcast is the first mistake you could make!

With a virtual event management platform like Eventdrive, for example, you’re choosing security. Its Event Live feature allows you to live stream your virtual and hybrid events. Our tool is powerful and ensures a seamless broadcast to your audience, wherever they are in the world! What’s more? There’s no need for additional tools to make your virtual event a success since everything is already integrated into our all-in-one solution! 

Of course, our virtual event solution is completely secure and it is possible to record your event to share it to participants who would like to see it again or simply couldn’t attend! Last but not least, all your data is centralized. All the events are gathered on the same platform, which allows data synchronization in real time. This avoids redundant tasks, the risk of error or worse, losing your data!

Thanks to Eventdrive, you can organize a quality virtual or hybrid event, increase your productivity, and optimize your return on investment for future events.

Want to learn more about about virtual event management platforms? Speak with one of our Event Tech experts.

2. Not testing before the big day

The event industry is a sector where the unexpected is no stranger. To limit surprises, it is essential to anticipate everything that could happen. This mantra is even truer for virtual events.

Before the big day, it is strongly recommended to do a test run. During this time, you can  test as much as possible to make sure that everything works properly.

As a priority, test your internet connection! During your virtual event, it is important that your connection is stable and fluid so that your participants can have the best possible experience.

Take advantage of this testing phase to learn how to use the different features of the software you will be using. Do you know how to activate the chat? Can you launch the survey tool in just a few seconds? It’s your job to understand how the interface works in order to propose the best solution that will meet everyone’s expectations.

Don’t forget to check the lighting of your room (watch out for backlighting!), the position of your camera, the quality of your background and, above all, make sure that there is no sound interference that could spoil the audio quality for your participants.

3. Limit interactions between participants

Just because an event takes place virtually does not mean that contact between participants should be limited. Quite the opposite! The health crisis that has struck the world in recent months has shown that steps for social distancing must be put into place, and virtual events are a great way to showcase other ways of interacting with colleagues.

Don’t forget to set up workshops with diverse audiences to encourage exchanges. If your event takes place internationally, we advise you to mix nationalities. The mix of cultures can produce great results!

4. Prefer physical events over virtual ones, or vice versa

In the case of a hybrid event, it is important that guests attending the event remotely benefit from the same experience as those who are on site.

If your on-site participants have the opportunity to ask your speakers questions, it is important that remote guests can as well! So don’t forget to activate the Q&A feature which is very effective and allows both virtual and face-to-face audiences to express themselves.

On the other hand, if you plan on setting up a word cloud in your virtual event, using Eventdrive, to get to know the state of mind of your audience, you need to also allow easy access to your on-site listeners. Virtual participants will be able to participate in just a few clicks. So don’t hesitate to push people on site to get their smartphones out!

5. Using only a PowerPoint presentation

Ten years ago, PowerPoint presentations could take people to far off places. Unfortunately, even though they are still very practical and easy to create, they no longer have that “wow” effect you’re expecting when attending an event. 

When organizing a virtual event, you need to keep in mind that your guests expect a real experience. Invitations to all kinds of webinars and other online events are on the rise. It is therefore essential to stand out from the crowd in order to make an impression. 

Feel free to brainstorm ways to get your message across in other ways. Written content is fine, but it’s not always what will convert your participants.

You are organizing an event for a food company, why not set up a distance learning cooking course? Your clients are in the health sector, so why not make room for a quick workout to get the juices flowing with a remote group session! To get your message across, you can either use your speaker, who will be in charge of passing it along on during the session, or make a small introduction, perhaps a little more serious, to introduce the subject and interact with participants.

Don’t just think that organizing a virtual or hybrid event is easier since the logistical constraints are fewer. Above all, don’t make the mistake of rushing into the event without thinking of a way to make an impression. The goal is no longer just to stand out from the competition, but to transport your audience into another dimension, so that they feel like they are leaving their home office to go wherever you are taking them!