How can you avoid technical difficulties during a virtual event?

Testing a day or 2 in advance, then arriving early to test again before going live is really the key. If any hiccups look as though they are arising, communicating early and often to attendees is paramount.

Practice. Practice. Practice. Making sure all system as are go and someone can effectively troubleshoot if things go sideways. Also, giving team members a role, such as tracking the chat, helping participants who are having trouble, etc.

Choose a platform that is familiar or where the user interface is easy to learn and navigate. Also, leave ample time to become an expert. If that's not possible, invest in a subject matter expert. I assure you it will be the best investment in your event.

Make sure that the platform is not restricted in any of the regions your participants are located as some of the countries have some restrictions on some platforms

To avoid technical difficulties during a virtual event, ensure the thorough testing of all equipment and software beforehand, simulate the entire event to identify potential issues, work through the entire ROS step-by-step, and practice troubleshooting scenarios for a seamless execution. To paraphrase an old music teacher of mine…practicing without a plan is just playing, prepare for every practice as if it were a performance and you’ll be ready for anything when the time comes!

Testing is critical, but having been in technology for more than 26 years, I know something will and can always go wrong. Have a backup for everything. Also, ask yourself what the minimums are. In other words, you might have ALL the equipment, but at the end of the day, what is the absolute minimum you need to deliver? Keep that in mind. It will relax you when things go wrong.

Test your equipment 30-40 minutes before any meeting, this way you can troubleshoot any IT issues beforehand. If you cannot troubleshoot the issues at hand, having a backup plan for another location or device helps.

One of the biggest challenges I've encountered in virtual events is anticipating hiccups with presenters outside of the organization. For this reason, it's crucial to have a separate technical test with those individuals to ensure there are no firewalls that prevent them from using your event platform and that they're conducting the test on the same network they'll be on for the event. Aside from checking their webcam and audio functions, it's important that they are familiar with where the mute and video buttons are in the system. Finally, always make sure your presenters are aware of a dial-in audio option if available as a fail-safe for any network glitches.

When dealing with technology, there is always a chance something will fail. Test all parts beforehand and join the meeting or presentation plenty of time ahead of the start time on the scheduled day to test again. Always have a contingency plan for all parts, if possible.

In event planning, it's a wise strategy to anticipate potential hiccups, therefore it is important to have reliable backups. While thorough checks and tests on primary equipment are crucial, having additional resources on standby can be a game-changer if something unexpectedly goes wrong. Also, Consider incorporating engaging elements like exciting news, new information, background music, or even a quick Kahoot game to keep participants entertained while any technical glitches are swiftly addressed. This not only maintains a seamless experience but also adds a touch of dynamism to the event, turning potential challenges into opportunities for engagement.

Doing a dry-run before the event can really help iron out the problems. Make sure your speakers are comfortable with the hosting platform, and can navigate the controls easily. Communicate the flow of the virtual event so expectations are set accordingly.. It will be best suited if they are aware of how much of the event is structured beforehand vs on the spot (eg: if it's an event with a LIVE audience with a Q and A segment, make sure you let the guests know beforehand so they can come prepared to face more questions about the topic).

Zoom requires that auto-captions are enabled in the main settings (on the web, not in the meeting) ahead of time. Please confirm the captions are working in a test ahead of the actual meeting. Captions allow your meeting to be better understood by all.

Make sure you set up a practice session with an agenda well ahead of time with your speakers! During the session, make sure they’re using the same technology as the day-of, and that you cover the expected behaviour (e.g. how early ahead of time do they need to arrive, is there a “backstage” area, the run of show - who will introduce them and how, will there be Q&A features or a live chat, what time will Q&A happen, if at all). Your speakers are the biggest draw to your event, so your goal should be to ensure your speakers are super comfortable ahead of the big day! ??

In addition to providing speakers with information before the event, scheduling a practice run is key. Just 20-30 minutes of practice in the leadup to the event works wonders and puts everyone at ease. How should the practice run go? Log on to the platform Test out the special features you want to use during the event (video, audio, adding/removing speakers, polls, etc.) Take the time to answer questions and troubleshoot. While you may be familiar with the platform, it may be one or more speakers' first time using it. Make sure they feel comfortable. At the same time, don't underestimate your speakers. Some might know your chosen platform better than you! The practice run can end up being a valuable learning opportunity for you too.

I'm starting to pick up my speakers earlier. When selecting a topic, during the whole process and than the day before the event, we go through everything, do a camera and technology check, because many people are very nervous and unsure. This uncertainty can be taken away. Before we start, prepare again - especially personally -, have small talk, have fun, so that the mood loosens up and the tension goes away a bit. That always works great! The bond is very important and you can feel that behind the camera.

This here is key. I have experienced that when it comes to tech, no amount of testing prevents something from going wrong. So a plan B that doesn't depend solely on the platform or system that you are using is important. And trying to do tech the cheap way for an event heavily reliant on it is asking for trouble.

Yes, that's true. To avoid technical issues in a virtual event, always have a backup plan. Ensure a stable internet connection, preferably wired, and keep spare equipment like an extra microphone, camera, or computer ready. Have an alternative communication platform as a backup. Conduct thorough tests and rehearsals beforehand to iron out any potential glitches. Additionally, provide participants with clear instructions and support contacts for immediate help with any technical difficulties. This preparedness minimises disruptions, ensuring a smooth event experience.

This is where hiring the right vendors for an event is so important. True professionals will already have backup equipment and plans in place. That isn’t fail proof - but goes a long way in the success of an event, since those vendors will be able to react quickly if something goes wrong. In addition to this, being well networked can save the day. If you find yourself in a bind, someone in your network might be able to step in and assist.

Always need a plan B and C even. Does not matter how much you have tested it prior (and testing is critical), anything can happen on the day. Be ready for the worst, with backup plans, that are simple and quick to set up, and remember that sometimes the attendees won’t even notice, so even if it seems terrible to you as an event manager, it may not have the impact you believe it would.

Always have a plan B. In one of my virtual workshops, the main presenter’s internet failed. Thankfully, we had a backup speaker ready with the presentation material, who seamlessly took over without significant interruption.

If you are doing a virtual event, and Zoom goes down, consider back ups. I have a Zoom link on my website that people can click Contact/Zoom with no password and I click each person in. Greg Barber Ecofriendlyprinter.com

Live customer service is a no brainer. Both for audience monitoring and support and for speakers and performers. Everyone needs to be able to access help at a moments notice.

During the event, have a team ready to monitor and quickly address any technical issues. In a virtual event I organized, we had a dedicated technical support team. When a few attendees faced login issues, the team promptly assisted them, ensuring a smooth experience.

I mentioned above to consider a text thread with your event team. Sometimes chat fails or you can't message each other if you are in break-out rooms.

Be there as a real support. Don't be seen, but be there when they need you, that's the real key at events. Don't be shy and work on your side. Be proactive and anticipate before everything goes wrong.

After the event, gather feedback from participants about their technical experience. This feedback is crucial for identifying areas for improvement. In a recent event I hosted, we used a simple survey to collect feedback, which helped us improve the audio quality for our next event.

After executing annual multi-day conferences for years, I found that for these types of events, surveys can be helpful but are often collected, processed, but not acted upon. You must build a plan for how you’re going to make changes from the survey results. Instead, the most useful thing for me was to assess the event from the perspective of a person at each level as the event is happening. I would keep a pocket-sized notepad on me to write down ideas for ways to improve the event, like errors I noticed, things that didn’t go according to plan, things that went better than expected, etc. I also would approach stakeholders for their feedback, checking whether my assessments and proposed changes seemed to strike a chord during and after.

Feedback is crucial for virtual event planning and execution as it provides valuable insights into what worked well and what needs improvement. It helps in refining the event experience, understanding attendee preferences, and enhancing future events. Feedback also assists in identifying technical glitches, gauging audience engagement, and ensuring that the event meets its objectives effectively.

It’s crucial to have a measurement framework/plan + identify indicators of success from event performance details. This should include a mix of qualitative and quantitative metrics. For example, what was the audience peak and for how long, what kind of questions were submitted for Q&A, what was the performance of social media around the event (pre-, post, and during), how many registrants were there vs. attendees and was there follow up requests for recordings? Who comprised the audience? How did the landing page perform? These are all questions to consider, ask, and answer, but you also must set a clear event goal/ideal outcome to ensure you measure the right things and set tailored benchmarks to contextualize success.

Feedback é extremamente importante. E n?o apenas daqueles que participaram como expectadores, mas também daqueles que executaram o evento. No caso dos convidados, unir a comunica??o de agradecimento com um form simples ajuda. No caso das equipes, um bate-papo pós deve trazer insights importantes.

Start by making sure that participants have clear instructions for accessing the virtual platform and TEST TEST TEST the technology beforehand. Use a reliable platform with adequate bandwidth. Make sure to have a technical support team available for troubleshooting. Encourage participants to use updated devices and browsers. You can provide guidelines for a stable internet connection and suggest using wired connections when possible. Minimize reliance on complex features and have backup plans for key elements. Communicate technical requirements clearly in advance, and consider running rehearsals to identify and address potential issues.

Things happen. Show grace to yourself and others. People will remember how you handle a crisis more than they remember the crisis itself.

If the main attraction involves audience participation – such as a magician that requires one or more volunteers for tricks or lectures requiring physical material, make sure it is adapted to online format using the tools available depending on the platform you are using (turning their cameras on, breakout rooms, etc). Make sure your audience gets all materials they need: you can either send in advance a pack with physical support materials or provide a digital version that can be printed at home. This will ensure everyone has a fully experience. Provide clear instructions on how participants should use the materials and interact during the event. Save a couple of minutes for a Q&A to make sure everyone is on the same page.

If you're nervous about asking speakers to meet 20-30 minutes before an online event to test their connection —perhaps you think you are imposing on their time— remember that online events are not like in-person events. Speakers won't be able to approach one another to say hello and network as they would at an in-person event. Thus, the tech test session prior also serves as an opportunity for them to connect further and exchange a few words informally. It helps to build a sense of camaraderie and rapport amongst everyone involved, organisers, speakers, etc. When the event concludes, you'll all breathe a collective sigh of relief. You'll always connect over how you made it through the event, successfully, together.