Having hosted and emceed numerous virtual events throughout the last few years, and more recently in the past year with the virtual pivot in the events industry, I’ve learned some best practices which are important to consider when planning a virtual event. These consideration points include your choice of virtual event platform, production value, content, engagement activities, production team, communication strategy and virtual emcee. Taking the time to carefully research, plan and execute on each of these items will help to ensure a successful virtual event.
In regards to your virtual event emcee and host who will energetically guide viewers through their online digital event journey and be the glue who holds everything together, there are certain checkpoints to reference when selecting who will provide this critical service that will enhance the value you and your audience receive from their time invested.
Hosting experience, talent, expertise, virtual studio production quality, tech savvy, consistency, personality, engagement with audience, improv ability, warmth, heart, and soul are the main points to consider when selecting a virtual emcee, whether your industry is tech, healthcare, finance, defense, manufacturing or other.
CONSIDERATIONS WHEN PLANNING A VIRTUAL EVENT:
1. Virtual Event Platform
Since March of 2020, the events industry has pivoted and transformed from live in-person planning and execution to online virtual meetings, conferences, galas, auctions, fundraisers and exhibitions. Many industry experts I’ve spoken to say they’ve been recommending that clients have a virtual component to their in-person events for years, resulting in a hybrid event. When you consider the fact that more people can be reached by adding virtual options that allow content and messaging to be shared, it seems like a no-brainer.
One of the first questions that clients I’m speaking to who are producing virtual events ask is: what platform should we use? There are many great options out there today, and sometimes it’s hard to know which one to choose.
Some of the platforms my clients have used include ON24, 6CONNEX, HopIn, Zoom, BrandLive, MeetingPlay, The Engagement Hub, Bizzabo, and I even had an IT client build their own webcasting event platform.
Here are some factors to consider when selecting a virtual event platform:
Device and Browser Compatibility: Every virtual event I’ve worked on has recommended Google Chrome as the preferred browser. I had the opportunity to use Safari on one event, and it worked seamlessly, but tends not to be recommended. A platform that offers compatibility with multiple browsers and devices will result in less technical issues for attendees and speakers.
Configurability and Branding: It’s essential that customization of graphics, colors, themes and branding be allowed in your virtual platform of choice for obvious reasons. You want your organization’s look and feel to come through loud and clear as users navigate the platform.
Performance and Reliability: Selecting a virtual event platform with proven reliability and performance is critical for the experience of the attendee and client. There are many newer virtual platforms popping up, but it takes time to build a reliable record. This is where talking to other folks who have used the platforms you’re considering and reading or watching testimonials will help.
Reporting and Analytics: You want analytics on who and how many people attend your event, how many watched on-demand, which sessions they attended, what percentage of registered attendees actually participated and so much more. These reports will give you valuable intel for sales and marketing.
Virtual Event Spaces: One of the things that most struck me when hosting virtual events in 2020 and 2021 was how intuitive the event areas are in today’s platforms. If your virtual event is live, you will have a green room or holding area where speakers gather prior to going on “stage” live. The lobby is where attendees can hang out and explore agendas, review areas they’d like to attend and decide where they’d like to visit next, and there may even be a person staffing the front desk where guests can get questions answered. There will always be a Q&A area where attendees can go for technical help. The expo or exhibit hall is the place where partners and sponsors showcase their products and services and attendees can interact with company folks. Networking areas allow people to gather and have conversations with video on or off. Breakout sessions usually happen right after keynotes or mainstage presentations just like when we meet in person, and it’s possible to have multiple concurrent sessions running. The mainstage is where all of the high-profile action takes place including keynotes, discussion panels and Q&A with executives and other guests.
2. Production Value
Live Broadcast Capability: If you have segments that must be broadcast live, including interviews with executives, keynote speakers or celebrities and Q&As with viewers, then make sure your platform choice allows for that. Some would argue that the live experience is irreplaceable with real-time audience interaction with polling, surveys, Q&A, word clouds and improv with the virtual event emcee.
Pre-recorded content: Content including keynotes, video teasers, and even emcee segments can be pre-recorded. It might sound counter-intuitive, but think about it - your end user is navigating through the event you’ve created on your chosen platform. As long as their experience is seamless and all the content is there in the way you want it delivered, does it matter that the content was pre-recorded? It depends.
There are pros and cons to pre-recorded content. One positive is there’s more control over the tech aspect with speakers’ internet connections and the option to record multiple takes and select the best ones. However, one negative of pre-recording is the inability to do live Q&A with the emcee or interactivity with polls and real-time engagement activities. You can still offer a survey to get audience feedback on the overall event.
I have been surprised at how many clients are opting for pre-recorded content including some or all of the emcee segments. Control is the main reason and I get it! The good news is that an experienced, equipped and talented production company and emcee will be able to accommodate both live, pre-recorded or a combination of both.
On-demand content: Most virtual events offer on-demand content to attendees post-event. This means that registered attendees can experience certain sessions from the event or the entire breadth of content if they arrive late or are not able to attend during the event’s scheduled days and times. Of course, the benefits of offering on-demand content are greater numbers of viewers leading to the possibility of increased sales and enhanced performance as a result.
Production company tech: If you want to broadcast live, a production company is a must. And, whether your content is live, pre-recorded, or a combination of both, hiring a production team will ensure that the tech goes on seamlessly behind the scenes. A dedicated production team will handle recording, broadcasting, graphics, hi-speed file transfers, editing and making the experience smooth for the event speakers and attendees. We offer in-house full production capabilities.
Virtual emcee tech: Partnering with a virtual event emcee and host who has the proper equipment and set up to make your event shine is essential. Tech to look for when hiring a virtual emcee and host includes professional lighting, a studio microphone, 4K camera, clean background, TelePrompter, dual monitors for chat and communication with production team, hi-speed ethernet with backup hotspot, option for multiple cameras and green screen, and ability to produce pre-recorded video content including teaser videos for social media and email communications.
Rehearsal: Make sure to build in plenty of rehearsal time to test the tech, run content, get speakers comfortable with what they need to do when signing on, holding in standby offstage and once they go live on the virtual stage. This will pay off big time in how smoothly your event runs on the day you go live. Even if your event is pre-recorded in part or full, rehearsal for content, tech and flow is essential.
3. Content
Content can be pre-recorded, live, or a combination of both. Filler and supplemental videos are key to segue between sessions and provide an opportunity to share your messaging multiple times throughout the event. Video is a powerful tool, and you want to leverage your time with attendees to create an emotional connection and engage them with your content.
As many virtual event producers have cited throughout the past few months, Content is King. Taylor Estes from Apple Box and Brendon at Hamlin Creative have been touting this relentlessly. Sure, the virtual event platform is important, but if the content isn’t there, the event will not be engaging for your audience.
4. Engagement Activities
I can not emphasize enough the importance of providing a human connection during a virtual event. Attendees long for connection with human beings now more than ever in this isolated, distanced environment. The more we can acknowledge the current situation and then dive into engaging with attendees and connecting with them on a human level, the better your results will be for the time and money invested in your virtual online event. A professional host knows how to engage an audience.
Q&A sessions, chat messaging, instant notifications, polling, surveys, feedback, word clouds, tech help, and a vibrant, energetic, engaging emcee will all pay off big time in the experience of your virtual event attendees and hence the success of your virtual event.
5. Production Team
If budget allows, hire a production team. Tech people will handle the audio, video, streaming, and anything that needs immediate attention during your pre-recordings and live stream. An internal team member can fill the roles such as producer and speaker liaison. However, there must be dedicated tech folks to deal with the virtual platform.
A dedicated producer communicates directly with the speakers and emcee. Streamlining one voice to communicate audibly and in writing to your speakers and emcee eliminates confusion and avoids multiple people chiming in with direction.
Selecting another person to fill the role of monitoring chat for Q&A and communicating that with your host and emcee is critical. As your emcee is broadcasting live, s/he will appreciate direct and clear communication from one person as sh/e quickly adds content and questions to her live sessions and interviews.
6. Communication Strategy
Every company and organization I’m emceeing and hosting for is thinking about how they can communicate with their target audience prior to their virtual event. Incorporating pre-recorded video links by email of your virtual event emcee welcoming them and giving a preview of what they can expect is a great way to reach audiences. Video teasers on social media, event websites and sent by email will entice, excite and motivate them to take action and prepare them to get the most out of their time at your virtual online event.
7. Virtual Emcee
Your virtual event emcee provides authenticity, warmth, energy and personality that people relate to - that human connection that is so important in today’s distanced and physically isolated environment.
The universal theme that I’m hearing over and over for clients I’m talking to is they want an engaging, energetic, experienced, warm, inviting host to tie everything together for attendees. A virtual emcee serves as the glue that welcomes attendees, lets them know what to expect, guides them on their journey and provides a warm, human consistent connection they can rely on, relate to, and feel invited and encouraged to take action.
CHECKLIST FOR SELECTING YOUR VIRTUAL EMCEE:
1. Experience
An emcee who has experience hosting virtual events prior to the recent 2020 virtual event pivot is key and adds that extra layer of confidence that you are selecting a proven professional who can handle the unique variables that come with online events.
For example, I had the opportunity to host a series of live sales training and executive broadcasts from 2014 through 2016 for Whirlpool Corporation. The sales training live webcasts were offered as an interactive online tool to train trade partners and salespeople on the latest features of the Whirlpool Corporation family of products, including KitchenAid, Maytag and Whirlpool brands. Monthly live broadcasts were produced at Whirlpool Corporation’s world headquarters and content included much of the same virtual event experiences that are being offered to today’s audiences. As the virtual host, I welcomed viewers, introduced and interviewed guest experts and executives, encouraged engagement with us through Q&A, polls and surveys, and participated in demonstrations and competitions with products.
Virtual event projects I’ve had the pleasure of hosting and emceeing from my professional in-home studio recently include: MG Illuminate event kicking off myasthenia gravis awareness month and launching a new digital online community; Infosys 2-day annual sales meeting; Samsung Virtual Experience 2-day customer and partner event including live Q&A with executives; Salesforce Service Change Makers customer event; BMC Exchange LinkedIn live chat with execs and host of customer conference; American College of Prosthodontists, MG Docuseries red carpet premiere; StreamTV virtual conference; Pharma Innovation Awards; Credit Union Executives Society 3-part speaker series and fireside chat; Komori Advancing the Pressroom webcast; MG Solemates; BMC Conversation in Americas; American Academy of Implant Dentistry; Zinnov Confluence, BMC FY22 SKO Company Kickoff and more.
Hybrid events reaching both virtual and live in-person audiences are poised to become the future. Honeywell Live was one such hybrid event I had the privilege of hosting in 2018. While most live events are videotaped for sizzle reels or internal usage, hybrid events actually broadcast the live action on stage to remote audiences. It’s important for your emcee to be aware of the placement of all cameras and have the ability to use an in-ear IFB for directions from the event producer.
A virtual event emcee who also has on-camera hosting experience is an additional layer of security in confirming that your chosen event host will knock it out of the park with warmth, approachability, an energetic personality and the ability to improvise no matter what happens during the event.
2. Equipment
A virtual emcee who is fully equipped to broadcast from their professional in-home studio is what you’ll need when studio or auditorium broadcasting is not possible. Equipment that a virtual emcee should provide is a hi-resolution HD or 4K camera, studio color-balanced lights, studio stereo microphone, a TelePrompter which can be run from the emcee’s computer, a second large monitor to track chat and production direction, optional green screen and choice of physical backgrounds.
In addition to being equipped for live virtual events, this studio equipment allows for pre-recording video content. I happen to have a professional videographer and editor in-house with full video production capabilities including animation and graphics. I have been working with my husband for years delivering high-quality corporate, consumer and promotional full-service video production to clients.
3. Skills
What I’ve learned preparing for and emceeing events on stage and online is that you have to be authentic, come in with high energy, warmth and enthusiasm, maintain focus throughout the event, truly listen and react to speakers and audiences, and convey key messages in an engaging soulful way that inspires action. Event planners want engaged audiences and dynamic inspiring speakers, so by staying laser focused in the moment, an effective emcee provides warmth and energy, reacts quickly, summarizes messaging impactfully and improvises with humor, ease and grace.
By lightening the mood and encouraging attendees to connect with key messages and take action, an emcee helps people make the most of their time at the event. People get so much more out of events when they feel positive and energized!
If you'd like to learn more about how to emcee an event, check out my blog post here: https://www.presentingamy.com/blog/post/how-to-emcee-an-event