Must-Have Skills for Effective Virtual Events

Virtual event management necessitates a different range of skills than event planning, ranging from recording and broadcasting to script writing and coping with new technology.

However, according to a recent poll I looked at, only 53% of event planners believed that they lack the requisite skills and experience to run effective online events. This could be quite concerning, particularly because these events are expected to last for a long time.

Is it enough to have strong broadcast production skills to produce effective virtual events? Is it all about the technology or the psychology of the audience? Is it as daunting as many people believe?

The good news is that delivering live events has already provided many of the skills required by event planners. As a result, these can easily be moved to assist in the delivery of a virtual output. However, there are a variety of other important characteristics and abilities that can aid in the success of virtual events. Let's take a closer look.

Get into a TV Production Mind-set

Event managers must change their mind-sets. They're no longer effectively stage-managing live events; instead, they're now creating a virtual one. The event planner has evolved into a developer, creating a programme rather than organising an event.

This method brings to light several important distinctions that must be discussed. Delegates at a live event, for example, cannot be concerned if the timetable slips and runs late. There are, after all, other delegates with whom they may converse. For virtual productions, however, this is not the case. You run the risk of delegates leaving if things don't run on time.

The planner has to be production focused

The planner must have a development mentality in order to organise good virtual events. You can see the tactics used to keep audiences by watching a news broadcast or an online talk show. You can borrow some of their techniques and apply them to your virtual event.

Skills in listening and data analysis

Listening and data analysis skills have long been required for live events, so using them for a virtual production does not pose any problems for an accomplished planner.

Always keep an eye on the numbers, listen to what your audience wants, and work to improve your event's return on investment.

Take time to understand what your Audience want

Know how long participants are willing to stay online, how they want content to be delivered, and any specifics, such as if they really want to do community networking, during your fact-finding.

When you take the time and trouble to consider what your audience and the data are telling you, there are many clues about how to create a great virtual event.

Skills in Visualization

Event planners already have the ability to visualise how an event would turn out. And it's this ability that you'll need for your virtual production. Simply knowing that not all material can be distributed virtually can put you miles ahead of your competition. Some practises are simply ineffective.

Let's say you're planning a virtual event and one of your speakers wants to give a presentation on community team building. As the virtual event producer, the task is to determine whether the concept is feasible and whether it will improve the delegate experience.

Imagine how some activities can be done virtually

Pretend also that a speaker was arguing with technology firms about how they hadn't come up with a solution for a group exercise he wanted. Although his exercise is effective in a physical setting, it does not work in a virtual world.

It's critical to be able to visualise how activities could function virtually. If they aren't going to work, other options must be sought.

Skills in Design

Another important skill for a successful virtual production is design. Consider the duration of the session, the use of audience interaction resources, and, most importantly, how the audience will benefit.

Event managers are also familiar with both of these abilities. The pace at which time evaporates with virtual events, however, is a challenge that many people face.

Design your virtual events properly

Once you've agreed on the key content elements, you'll need to drill down into each individual session and design accordingly. You have a 30-minute slot for a session, for example. An introduction from the host, time for the speaker to give their presentation, time for questions and polling, and time for the host to close the session are all needed.

Suddenly, the 30-minute slot appears to be very constrained. This is the point at which you must determine whether to extend the time or restructure the session.

Digital events must be created from the ground up. They aren't something that can be thrown together quickly.

You must Pay Attention to Detail

When it comes to virtual events, event planners are always good at dealing with information, but this ability is amplified to a whole new level. There is also a great deal of work to be completed.

There's no such thing as too much research when it comes to virtual events.

Test Everything

The user experience must be tested on various computers, web browsers, and, of course, the correct versions of any applications must be examined.

Web connections and software for audience interaction must also be extensively examined. Don't expect your delegates to find out how polling works if you aren't fully comfortable with it.

Although paying attention to detail isn't the most glamorous aspect of a virtual producer's job, it is absolutely necessary. Sitting in the delegates' seats is one of the simplest ways to determine if you are having a positive environment for them.

Before going online, give it a try and make changes. Taking your time and paying attention to detail will make your event a lot better.

Managing Speakers

For some, directing speakers is a new ability, but it's essential for virtual productions. Typically, at live events, a planner would let the speakers do their thing without interfering too much.

After all, the speaker is the expert, and the planner expects that. The speaker will have been briefed by the planner, and that will be the end of it.

Test your Speaker’s Skills

Your speakers must be guided. You must prepare detailed speaker briefing notes. Your presenters must participate in rehearsals with you.

There's a lot more to go over: testing their presenting skills, how they look on camera, if the sound quality is fine, and where they're placed are just a few of the items that event planners could guide speakers on.

Proactivity and responsiveness

Having a backup plan is important for any case, but it's especially important for a virtual production. What would you do if you can't see or hear either of the speakers? What if they can't make it because they're dealing with a personal tragedy? You're in desperate need of a solution, and you need one now. One solution is to make them send in a pre-recorded presentation ahead of time.

Have a Plan B in case of a Problem

You can address other problems when they arise if you use the services of a "virtual host."

It's a good idea to get ahead of any future problems. Not all, however, can be expected. You will have more time to consider and deal with problems if you attend a live event.

However, in a virtual production, you must be able to solve problems even more quickly and in the moment. If you don't make quick choices, the viewers will lose interest and leave. Don't forget about the TV production mindset we mentioned earlier.

Steps to Take Next – Where to Look for Skills and Resources

Any of the skills and characteristics listed can be daunting. You may already have a lot of them. Whatever your case, it's a good idea to be open and truthful about your and your team's strengths.

Getting Skills from Courses, Film Schools and Experts

Learning programmes and courses created by organisations, film schools, and other providers provide a variety of opportunities for skill development. Many of these are available online, allowing you to learn at your leisure.

If you need to enlist the help of a third party, do so. It will be a wise investment, especially if you are short on both people and time. You may also take courses to improve your virtual credentials at the same time.

Many variables will influence whether the company can learn the skills in-house or outsource them. However, keep in mind that the answer to this question is contingent on the total output values required for your case. If your stakeholders or clients are satisfied with a home-grown approach, you might be able to avoid hiring outside support.

Final thoughts

Running a virtual event requires a unique set of abilities. Some of these skills will come naturally to many event planners, while others will need to be learned.

Many organisations have been able to tolerate less-than-perfect virtual experiences since the outbreak of COVID-19, but that will change as time goes by, and they will demand better and more refined virtual events that show a solid ROI.