Introduction
Virtual technology is one of the most remarkable
achievements of the 21st century until now. Developed primarily, as an
advancement of social networking/e-commerce in early 2000s and adopted
universally after the unfortunate onset of pandemic, virtual technology is
evolving fast and taking up new forms every year. An excellent example is the ‘Virtual
Conferences Platform’!
This article is an attempt from ibentos, to accustom you with the concept, help you to understand it from scratch and finally award you with the expertise in organising flawless virtual conferences in future.
What are
virtual Conferences?
In simplest terms, virtual conferences are meetings or conferences happening on an online platform instead of real world locations. They are gatherings of like minded people, meeting on an online platform, with common motives & interests.
Ranging from sizes as small as 10-15 people to hundreds & thousands, they can be anything from Annual Corporate Board Meetings, Employee Gatherings, Performance Appraisal Meets, Training Programs, B2B Meetings, Product Demos, Product Launches, trade Shows and more. Practically, any face-to-face meeting can be replicated into its virtual counterpart, with the help of some innovation, creativity and an effective technology driven platform. And that’s what ibentos is known for!
Benefits
of virtual conferences
The benefits of ‘Virtual Conferencing Platform’ were
realised by the industries as soon as they adopted it in mass. In fact, many
have regretted showing the initial apprehensions & reluctance.
‘Physical interaction’ is the best way to judge people. But the pandemic made people realise that 90% of the time, it is unnecessary. One-on-one video calls and virtual meetings are sufficient to cover most of the business needs. And sometimes even better, let's discuss how!
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Removes the need for travel & related expenses.
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Allows greater attendance as people have the
flexibility to attend from any location.
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Saves the time, money & effort to set up
physical venues.
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Allows unlimited data sharing options.
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Offers better scope for forming networks.
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Compatibility with AI technology enables improved
marketing & performance measurement & enhancement options.
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Companies can increase the annual frequency of
conferences because of reduced expenditure.
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The revenue saved can be used for business
expansion.
● Virtual venues & meeting formats can be customised & revised suiting to company needs.
Criticalities
with Virtual Conference
Virtual conference platforms offer numerous advantages to
attendees, companies as well as to the organisers. At the same time they are
subjected to certain criticalities that definitely demand your attention. With
experience & proficiency gained over time, we at ibentos can certainly help you identify and overcome them.
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Susceptibility of attendees to distraction
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Small attention span of attendees
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Prone to monotony & Screen Fatigue
● Incompatibility to poor availability of network conditions
How to host a successful virtual Conference?
A]Pre-Event Preparations
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Know your audience well
The best start to any event preparation is to study your audiences. As their preferences, wishes and expectations will help you frame the correct event content & marketing strategy.
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Have a clear idea about your aims from the conferences.
As it is rightly said- “ Desiring everything at one time
is more like taking a blind aim in the dark”.
There could be numerous things that the attendees & speakers would want to discuss. But to have a fruitful outcome, it is important to frame solid agendas and stick around them.
The organisers must identify their main market and the number of attendees they wish to entertain per day. It is very crucial for planning event schedules & selecting the virtual platform peak capacity.
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Time your conference right
Determine a correct date & time for your virtual conference, depending on the availability of audiences & speakers and the time zones of their respective locations.
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Plan your conference preparation well.
Ensure that you plan your conference well, before starting the actual preparations. This includes: a)Making a priority task list b)Segregation of departments c) allocation of finances & manpower d)Setting up individual timelines.
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Select a good Virtual Conference Platform
There couldn’t be anything more important for your virtual conference, than the ‘Virtual Conference Platform’ itself. Starting with its Aesthetics, Functionality to the Engrossment Features, everything has to be carefully designed.
Aesthetics: Attractive customised designs, wow factor & visual appeal, Structured venue layouts.
Engrossment: Simple & immersive virtual venues, User friendly interface, closest resemblance to real-life locations, Interactive 3D designs, Compatibility to AR/VR Gadgets, Varied Avatar Range, innovative games & entertainment zones.
Functionality: Customizability, Scalability to accommodate peak attendance, Flexibility to future revisions, Unlimited data sharing (webinars/audios/visuals/graphics/ other downloadables data), Compatibility with all smart devices. Ample networking opportunities, Performance Measurement & Analytics, compatibility to other apps, AI-Enabled Tools and more.
Ibentos’s ‘Virtual Conference Platforms’ are a visual & experiential treat for your clients, sponsors & attendees. We replicate the professional ambience of your office, Auditorium, Seminar Hall & Exhibition galleries where you can ignite conversation, exchange data & form networks, give product demos and more.
Our virtual platforms top the performance & functionality charts in every aspect. Visit us at https://ibentos.com/virtual-conference-platform/ and know the ‘Virtual Conference Product’ range.
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Develop quality content for the conference
As the attention span of a virtual audience is very small. The content has to be precise, powerful, eye-catching and should keep the audiences from exiting the screen. Invite good speakers, brief them well about the conference agenda & time slots. Less words, more facts & figures, quality images, self explanatory videos, graphics with attractive colour schemes etc are some key elements that will make your content work.
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Market your conference correctly
Hire a good marketing agency that understands the market, your requirements & the preferences of attendees. Frame a good marketing campaign and pitch it on the right media platforms.
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Check the technicalities & carry out multiple
rehearsals
Double check the performance parameters of your virtual platforms such as: a)Performance at peak attendee load, b) Functionality at poor network conditions, c) Ability for self-navigation, d)Speed for Data download e) Unknown Glitches. The best way to check is to carry out multiple rehearsals.
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Distribute the conference agendas in advance.
To keep your audiences alert , active and comfortable during the conference, brief them about the conference agendas & virtual platform usage in advance.
B] On-Event Engagement
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Ensure fast registrations.
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Encourage the attendees to explore different
sections of Virtual Conference Platform.
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Use more 3-D features compatible with AR or VR
gadgets to increase the immersiveness
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Keep sessions of short duration but quality content.
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Maximum interaction time.
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Allow recorded viewing of previous sessions.
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Introduce quick recaps if the sessions extend beyond
the breaks.
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Allow enough Breakout time in between the sessions
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Allow attendees to interact & network among
themselves.
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Keep ice breaking sessions
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Keep a variety in Gamification & Entertainment.
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Take frequent feedback.
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Keep measuring the conference performance
periodically and take corrective measures if required.
● Keep an active help desk and respond to the chats in chat boxes.
The world has largely recovered from the ill effects of
pandemic. Despite the fact that physical & hybrid events are coming back
into view, the virtual conferences will very well stay in picture.
Majority of the organisations are operating universally across the globe. In such a scenario, ‘Virtual Conferences Platforms' are definitely an excellent tool for businessmen to bring their global corporate family on one platform, omitting the need for travel altogether.
If you are an organisation looking to consolidate your presence across international boundaries, we can provide you with the most comprehensive Virtual/ hybrid/ Metaverse solution and help you elevate your brand image extensively.
To book a demo or to speak with our experts, please
contact us at www.ibetos.com.