25 Tips for Facilitating Virtual Events

Given the current pandemic, I decided to make a list of online facilitation tips I've learned from others who are more proficient than myself. I've used every single one of these tips to lead numerous online events, and found them to be very valuable. I hope you find them to be equally as valuable.

Nowadays it’s very common to present or facilitate a live event online, instead of to an in-person audience like you might have been expecting. Here are some tips for that next webinar, workshop, meeting, or presentation you need to give online.

1. Put yourself in the audience’s shoes. Imagine yourself, tempted to check your inbox or social media, or watch the newest viral video about an insane squirrel obstacle course. Paying attention to an online presenter is very difficult, especially if the presenter can’t see you.?
2. Show your own video feed (use your webcam and enable video). This is critical to your audience connecting with you emotionally. I understand you may not feel comfortable doing this. Welcome to 2020. Use your webcam. Look into your webcam.?Your audience will appreciate it.
3. Ask your audience to use their video so you and other members of the audience can connect and create a memorable, successful event. The key is to let them know beforehand (in the invitation) you expect them to use their webcam. This way they have time to put on a shirt, do their hair and tidy their personal office.?
4. Show up early. Some people will show up early and if you aren’t there yet, they’ll get bored or distracted and leave. It’s much easier to “leave” when they’re online (because the travel time was non-existent; they’re not as invested as they would be otherwise).
5. Use PollEverywhere (the free version is great) to ask a question right off the bat.?
6. Talk to the audience as soon as you get there. Tell them a few times (as people shuffle in) that you’ll begin 2 minutes after the hour. Verbally connecting and setting expectations is more important online because they can’t see you.
7. Ask the audience to use the chat feature each time you ask a question. This works well for large audiences, even hundreds or thousands of people. If you want to talk to someone, ask who would like to share, then out of the respondents, choose one.
8. Kick off the meeting with high energy, and explain the purpose right away. When people know why they are there, they will move in the same direction with you more easily.
9. Ask lots of questions of your audience. For example: “Tell me in the chat where you’re from/your job title/your industry/etc.”
10. Use the physical separation as an opportunity. While you’re getting to know the audience in the beginning, ask where they’re from.
11. I’ve facilitated events with hundreds of people and I’ve moderated events with thousands of people. A good rule of thumb is to have at least one additional person to help you moderate for every thousand attendees. Train them beforehand and have a very specific plan for who is going to take which types of questions.
12. Use geographically appropriate terms for a time such as “the top of the hour” “the bottom of the hour” or “2 minutes after the hour.” This is critical because if you make your audience translate the time to their local timezone it can alienate them.
13. Infuse more energy in your voice. If the presentation energy should be at 7 out of 10 for the best possible audience experience, then you need to put a 9 out of 10 in order to come across as a 7. The online experience subtracts 2 points.
14. Record yourself practicing the whole presentation, including all the questions. Seriously, practicing out loud and watching your recording is the best thing you can do to prepare. It’s how you get hired again for more speaking events.
15. After you watch your recording, practice your presentation and questions in front of someone you trust to give you feedback. The reason I made this a separate tip from the last one is that it stands alone as a critical step in the process of preparing for an event you’re serious about.
16. Record the actual event and edit out a few key clips for a 60-second highlight reel. A highlight reel is important for scoring more speaking gigs (or advertising this same type of event in the future).
17. If there are “correct” facts you need your audience to remember (that they want to remember), consider using “Kaboom!”. It’s a very engaging gamification platform that’s easy to embed questions into your presentation. However, if there aren’t questions with a “correct” answer, don’t push it.?
18. Use participants’ names when you’re talking with them. Consider asking them beforehand if you can “put them on the spot” during the online event. If you know the group or if the group is very comfortable with each other, consider calling people out to ask questions. If not, consider asking: “For this next question I’d really like to hear from someone who hasn’t spoken yet…”
19. Keep it positive. Ensure that you make the online event a “safe place” by following the “the customer is always right” policy. There’s seldom a great reason to put a participant down. Being negative or sarcastic has become extremely out of fashion in the professional world.
20. Assign pre-work and homework (a call to action). Even if participants do a 2-3 minute pre-work assignment, they’ll be further along by the time your online event occurs. It will enrich your event. This could include a short video, article, or interesting questions to consider. Further, a reasonable, desirable challenge at the end will help them apply what you’re teaching, and progress toward the end goal (you should have a specific goal).
21. Have them do something. Have them practice the skill you’re trying to help them build. Do it right there during the event. If possible, break into groups. You can do this really well in Microsoft Teams, Adobe Connect, or by simply using multiple “rooms” in the same platform.
22. Use an outline so you don't forget things. Feel free to include word-for-word quotes of sticky or memorable content.
23. Leave time for the wrap-up. Summarize next steps, ask for questions, thank them for participating and end on time.
24. Consider whether you merely want to give a “presentation” or if you want to be a “facilitator.” I wrote this other article to help you understand the difference.
25. Don't be overly nervous. Being nervous is normal. Slow down and breathe. Use a low, slow voice and end statements with a downward inflection to show confidence. Consider the "worst possible thing that could happen" as well as the most ridiculous, terrible, worst possible chain of events that could follow. Not so bad, right?

I hope these tips help you with a successful event! Please let me know in the comments what I've missed and how this list of tips could be improved. I always want your feedback.