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All about virtual events

For weeks now, the world has been facing an exceptional situation due to COVID-19. Most industries have been impacted and have had to find solutions in a hurry to continue their activities despite the sanitary measures implemented. The events industry, which has been affected, has had to find alternatives to make human interactions possible even though physical interactions are limited or even prohibited. This is how virtual events are proving to be a solution to be considered. To develop this option and adapt it in the best way to your event, it is first necessary to understand what a virtual event is, to know what it is concretely. Then you will need to know how to use this technology to make the most of all these benefits and make your event a success.

Understanding virtual events

What exactly are we talking about?

Virtual events are events that aim to reproduce the functioning of classic physical events where information exchanges are possible between participants without the need for them to travel to a common physical location.

There are different types of virtual events:

Virtual fairs: online interactive fairs

Workshops: workshop focused on a specific topic

Webinars: conferences and online sessions

Conference calls: calls involving more than two people

Chats: discussions on specific topics

Remote meetings: meetings involving some or all participants

Mooc: online training

Advantages of such events

Considering the full benefits of virtual events, one might even wonder why their use was not more common before this VIDOC crisis. Indeed, there are many of them and they can be very beneficial for all stakeholders in the event.

Alternative to the current situation: It’s a fact, physical gatherings are forbidden for months, but your professional relationships cannot wait. Continuing your activity and thus exchanging with other employees, suppliers and customers remain a priority. Virtual events seem to be the first solution considered.

Time-saving: organization is faster and easier. Updates can be done in one click and the team in charge can be reduced.

Cost reduction: Costs are greatly reduced due to the absence of services related to the reception and comfort of the participant (physical location, catering, technical equipment, personnel, etc.).

Larger audience/get more visibility: it is possible to communicate with more participants, with those who could not attend due to financial restrictions or geographical distances.

More interactivity: Contrary to what one might think, interactions can be promoted during virtual events if the right devices are put in place.

Reinforcement of the image and relationships: You show that you are reactive to new situations and that you adapt by using the new technologies available. It is also an opportunity to show that you are doing your utmost to maintain the professional relationships that are dear to you.

Optimization of your ROI: You invest only in what is essential to communication and information dissemination.

A more responsible event: You significantly reduce your carbon footprint by eliminating emissions from travel, printing, waste, food waste, …

The limits of these events

Of course, there can be constraints with this type of events:

The quality of the platform and the proposed service: It is important to choose the right provider because even if many seem to offer a similar solution, the technologies and services proposed may be different.

The different time zones: As far as conference viewing is concerned, VOD is a possible option. For simultaneous interactions, the options are less common.

Happy encounters: The chance of running into a promising future business relationship by chance on the way to a coffee shop is more unlikely.

Participants’ equipment: To attend a virtual event, the participant has to be equipped with a computer or a smartphone.

Refractory people’s perplexity and clumsiness of the apprentices: We do not all have the same opinions and experience when it comes to technology.

Quality of bandwidth.

How to organize my virtual event

Once you understand what a virtual event is and realize that it does not offer the same experience as a physical event, you need to ask yourself the right questions and define the concept of your event to know if the two can match. The transition to digital cannot be improvised, you must follow the steps and tricks that will optimize these technologies.

I define my concept

As seen previously, there is not only one kind of virtual event or one way to do it. You must think about the concept, vision, and goals of your event. Opt for a solution that is familiar to you, such as a hybrid event, and that will allow you to insert the devices you usually use. Then, you will be able to determine which type of virtual event would best fit your initial idea.

I choose my provider

Many companies offer virtual events, but it is necessary to understand that not all companies propose the same features or use the same devices. Therefore, you need to find which provider best meets your needs because some have specialties and have developed specific modules. At B3APP, we are specialized in internal company events, which is why we develop in priority the most essential modules for this type of event.

I adjust the delivered content

By changing the structure of an event, you change the way information is broadcasted and received and the way participants interact. This requires changes to the content.

Conferences must be available live and in VOD. B3APP allows you to insert live and retransmissions so that you can extend your audience as much as possible and adapt to everyone’s schedule. We propose you to insert in each agenda slot the corresponding video. The platform will remain intuitive and easy to use for the participant, whether it is live or VOD.

Work on even more dynamic and attractive presentations and visuals. The idea being to keep the participant’s attention, it would be inadvisable to stay more than 3 minutes on the same slide.

Documents should be stored and organized so that they are associated with a particular session.

I engage my audience:

For the participants to come out of this new experience satisfied, you have to provide them qualitative content, included in exchanges, and entertained by a dynamic ensemble. Use a maximum of the functionalities proposed by your provider to awaken your participants. B3APP‘s flagship modules will be the “ask your questions live”, quizzes, votes, chats, feedbacks, and news feeds. These features are a perfect way to stimulate participants’ interest and thus increase their involvement. Don’t hesitate to ask your provider for advice as they are still an expert in digital experience. You can even look with them at additional options that could be integrated into your virtual event.

I encourage networking

Networking as an integral part of an event should then also be possible even virtually. Even if it changes its aspect, this fundamental must be respected because of the opportunities it provides. First, B3APP provides the participants with a list of all guests, whether they are customers, suppliers, employees, or others, with their profile displaying the information chosen by each one. We also allow you to create virtual “rooms” that will allow a participant to exchange in video with any of his peers in an isolated way, in parallel to the main event.

Put our know-how and technology to work for you to organize virtual events!

B3APP at your service

Faced with this exceptional situation, B3APP wants to adapt as much as possible by meeting the new requirements that arise from it and offer you more comfort by developing even more new features. In this period where collaboration takes on even more meaning, we believe that it would be a real asset to combine your knowledge of the field with our technologies and expertise. To do this, we need you to tell us what functionality we should develop to meet your most pressing needs. Contact us to let us know.

I WANT TO GIVE MY IDEA

This situation forces you to precipitate the appearance of virtual events which will have a significant place in the world of events in the near future. This is the opportunity to become familiar with these solutions, learn how to master them, and start developing them now. Get a head start!

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