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Last updated on 2024年7月31日

You're hosting a virtual conference with technology glitches. How do you ensure the agenda stays on track?

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Hosting a virtual conference can be a thrilling experience, but technology glitches can sometimes throw a wrench into the works. As the host, it's crucial to ensure that your agenda remains on track despite any technical hiccups. The key is preparation, swift action, and maintaining clear communication with your participants. By staying calm and having a contingency plan, you can navigate through these challenges and deliver a successful virtual conference. Remember, your attendees are looking for value and engagement, and with the right approach, you can provide that even when technology doesn't cooperate.

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Mayra Rodriguez

Sr. Software Engineer | Divulgadora de Tecnología | Tech Advisor & Entrepreneur | Google Developer Expert | Women…
Amitkumar Baranwal

Senior Executive Human Resources | Employee Benefits Design, Vendor Management

1 Stay Prepared

Preparation is your best defense against technology glitches during a virtual conference. Before the event, test all your equipment and software to ensure they are functioning correctly. Familiarize yourself with the platform's features and have a technical support team on standby to address any issues promptly. Provide clear instructions and troubleshooting tips to your attendees in advance. By being prepared, you can minimize disruptions and keep your conference agenda on track.

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Amitkumar Baranwal

Senior Executive Human Resources | Employee Benefits Design, Vendor Management
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Its very simple, As the host, it's crucial to ensure that your agenda remains on track despite any technical hiccups. The key is preparation, swift action, and maintaining clear communication with your participants. By staying calm and having a contingency plan, you can navigate through these challenges and deliver a successful virtual conference.

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Mayra Rodriguez

Sr. Software Engineer | Divulgadora de Tecnología | Tech Advisor & Entrepreneur | Google Developer Expert | Women Techmakers Ambassador | Google Developers Group Bogotá
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If the conference is in person, it is important to communicate with the audience's requirements, such as a computer or notebook. If the internet is needed and there are failures in this regard, it may be recommended to use the data. If the event is online, it is important to know well the tool to use, and what the interaction with the public would be like. Good equipment such as camera, light and microphone are a good tool to maintain audience engagement.

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2 Quick Solutions

When technology glitches occur, having quick solutions at hand is essential. Create a list of common technical issues and their corresponding solutions to reference during the conference. If a problem arises, calmly guide your attendees through the troubleshooting steps. For more significant issues, have a backup plan, such as a secondary streaming platform or pre-recorded content that can be played while resolving the glitch. Your ability to swiftly address problems will help maintain the flow of the conference.

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Mayra Rodriguez

Sr. Software Engineer | Divulgadora de Tecnología | Tech Advisor & Entrepreneur | Google Developer Expert | Women Techmakers Ambassador | Google Developers Group Bogotá
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Among some items, it is important to have HDMI adapters for those speakers that will use your computer. It is important to have a network cable because sometimes the Wi-Fi internet fails. cable extensions. pointers, spare portable microphones, among others.

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3 Clear Communication

Clear communication with your attendees is vital when dealing with technology glitches. If an issue arises, promptly inform your attendees about what is happening and what steps are being taken to resolve it. Use multiple channels, such as the conference chat, email, or social media , to reach out to participants. Keeping everyone informed reduces frustration and shows that you are in control of the situation, which helps to keep the conference agenda on track.

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Mayra Rodriguez

Sr. Software Engineer | Divulgadora de Tecnología | Tech Advisor & Entrepreneur | Google Developer Expert | Women Techmakers Ambassador | Google Developers Group Bogotá
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We use channels such as social networks (X, Instagram, LinkedIn) to immediately communicate any inconvenience or live YouTube chat for broadcasts.

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4 Flexibility is Key

Flexibility is a crucial trait for any virtual conference host facing technology glitches. Be prepared to adjust the schedule if needed , allowing for extra time to fix issues or to accommodate delays. If a speaker cannot connect, be ready to move to the next item on the agenda or have a backup presenter available. Your willingness to adapt will keep the conference moving smoothly and ensure that all planned content is delivered.

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Mayra Rodriguez

Sr. Software Engineer | Divulgadora de Tecnología | Tech Advisor & Entrepreneur | Google Developer Expert | Women Techmakers Ambassador | Google Developers Group Bogotá
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Normally we try to have a not so tight agenda in case any problem arises, for example 5 minute gaps between sessions, we request the presentations of the speakers with enough time in case they require audio or something special. We try to have enough space at lunch in case the morning agenda falls behind. We use curtains in case of any technical problems.

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5 Engage Attendees

Engaging your attendees is especially important when faced with technology glitches. Use interactive elements like polls, Q&A sessions, or breakout rooms to keep participants involved while issues are being resolved. This approach not only distracts from the technical problems but also enhances the overall conference experience. Engaged attendees are more likely to be understanding and patient, which can help keep your agenda on track.

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Mayra Rodriguez

Sr. Software Engineer | Divulgadora de Tecnología | Tech Advisor & Entrepreneur | Google Developer Expert | Women Techmakers Ambassador | Google Developers Group Bogotá
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We seek to have prizes, questions for the audience, follow up on networks and so on. We normally make space for it in each block of the agenda

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6 Post-Event Follow-Up

Post-event follow-up is an excellent opportunity to address any disruptions caused by technology glitches. After the conference, send out a communication thanking attendees for their patience and understanding. Offer access to session recordings or additional resources that may have been affected by technical issues. This gesture shows your commitment to providing value and can help maintain a positive relationship with your audience.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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You're hosting a virtual conference with technology glitches. How do you ensure the agenda stays on track?

1

2

3

4

5

6

7

1 Stay Prepared

2 Quick Solutions

3 Clear Communication

4 Flexibility is Key

5 Engage Attendees

6 Post-Event Follow-Up

7 Here’s what else to consider

Conferences

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You're hosting a virtual conference with technology glitches. How do you ensure the agenda stays on track?

1

2

3

4

5

6

7

1 Stay Prepared

2 Quick Solutions

3 Clear Communication

4 Flexibility is Key

5 Engage Attendees

6 Post-Event Follow-Up

7 Here’s what else to consider

Conferences

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