Best Practices for Large-Scal Virtual Meetings
Planning a national meeting for 2021 has unique challenges. Ongoing uncertainty prevents effective planning for in-person events, but our organizations still need the connection, learning, inspiration, and fun these events deliver. Converting a national meeting to a virtual format may be the best solution, but it requires fresh thinking to achieve the desired results.
TiER1 recommends five best practices to make the most of a virtual experience – keep scrolling to read all five!
1. Be crystal clear.
If your meeting had just one goal, what would it be? Virtual audiences are dealing with an increased level of distraction. In-person attendees make their choice when they get on the plane. Virtual audiences have to repeatedly choose to focus on your content. Make sure you know your purpose, align your objectives, and focus your communication to ensure your message gets through.
2. Innovate. Don’t Duplicate.
In-person events have a captive audience, and organizers need to fill the spaces between the main messaging (think happy hours and networking sessions). In contrast, virtual audiences are not captive and have more distraction, requiring EVERY session to have defined meaning and clear purpose. Attempts to replicate every agenda item from past in-person meetings will fall flat.
3. Plan Variety.
Unless it’s a Netflix binge, extended screen time isn’t typically met with excitement. Plan for participants to engage with your content off-screen. From podcasts to chat connections and reflection exercises, there are many ways to design out-of-the-box interactions that will help your audience stay engaged.
4. Remove barriers.
When choosing a technology platform for your event, lean toward the options that are already commonly understood by your organization. If the majority of your workforce is comfortable with Zoom, Microsoft Teams, or Google Meet, it may be better to work within the limitations of those platforms as opposed to implementing a new system. If you decide an alternative platform is best, be sure to invest time in user guides, tutorials, and instructional videos that are accessible before and during your meeting.
5. Find ways to surprise and delight participants.
Map the experience through the participant “think, feel, do” lens and look for opportunities to elevate engagement through surprising and delightful moments. Consider mailing participants a pre-event package that includes items like themed t-shirts, printed agendas and participant guides, thoughtful snacks, or gift cards for delivery services like Door Dash or Uber Eats. Other ideas for surprising and delighting include giving your meeting a theme, including gamification elements, and incorporating fun teaser videos or surprise guests.
Take Action: Download the Virtual Meeting Design Canvas
In addition to our best practice recommendations, putting pen to paper (or keyboard to digital document) is a great way to think through your meeting purpose, objectives, and planning insights.
If you’re ready to put these tips into action, you can download our Virtual Meeting Design Canvas to explore the five phases of gatherings, capture your purpose, and think through the participant experience at every stage of the meeting.
Download the Virtual Meeting Design Canvas
Want to learn more about turning a previously in-person event into a virtual experience? Reach out to our team at 859-415-1000 or with the Let’s Talk form below.
