Virtual Conference Mistakes You Should Avoid



Concept of Virtual event is the new normal. The whole industry of online conferences has great potential because, even though this was popularized in the last couple of years to the general audiences, this rapid development and advancement of online meeting platforms has helped a lot of industries with creating as well as enhancing their network globally. But that doesn’t make it all a smooth ride, most of the times, attending events virtually is an equally tedious task for both the audiences as well as the organizers. From long monotonous webinars to poorly organized network lagging online conferences, you’ve all attended at-least one textbook cringy event which ended with you thinking, “why do we have to go through this!” Or “Thank God! For the mute option”. There are several mistakes that lead to events not being successful and rather turning out this way.

Five such mistakes you should avoid while organizing online events are:
1. Not doing Dry-runs/Rehearsals:
  • Video lagging, audio lagging, connection issues are some of the most common problems faced by an attendee, dry-runs are important to get rid of any glitches, other technical issues, and oops moments while the hosts are live. Doing rehearsals also helps the host(s) to be in sync with the audiences and develop confidence towards their content.


2. Preparing Monotonous Content:
  • Making the conference all about one guy speaking continuously, that too for an online audience is a major deal breaker for the attendees. Online attendees have a shorter attention span than a offline audience therefore, your session should be inclusive and interesting enough to keep the positive energy intact throughout the session.

  • You can keep the audience engaged by encouraging interaction among and with them. Breakout sessions, polls, live Q&As, and video presentations are some great activities you can add in the session to use and generate unique content in the event as well as inspire curiosity for what’s coming next. This way your audience becomes a participant in your event is encouraged to express their ideas rather than just passing time through it in front of a blank screen.

3. Late Planning and Poor Management:
  • Procrastinating planning and management techniques for any Virtual or Hybrid event is what guarantees its downfall. Although you are hosting virtually, it is necessary to factor in all the aspects surrounding the event such as technical support, timeline and agenda, choosing the right conference software, checking if the enlisted sponsors are relevant to the event. There’s a huge technological shift involved in moving to an era of virtual events from the time of physical events, so you need to get familiar with the platform technology at least enough to deal with any momentary issues that occur at the peak of the event, sometimes it is also beneficial to appoint a dedicated project manager well in advance to plan and organize the core activities of virtual conference professionally.

4. Not taking advantage of Reporting, Event’s Relevance to the target audience:
  • One of the worst mistakes in such events is not taking the advantage of ‘Event Reporting’. Reporting on virtual conferences helps you on a lot of levels. It lets you know what the audience wants, who your target audience is, what was the largest audience at one time, how to pull more audiences in the future, how to make your concept and your content more relatable and interesting for the audience.

5. Not making content available post event:
  • Every conference generates a wealth of content that can be repurposed and shared at least for a whole year. Events require attention to detail to ensure successful execution. Offering on-demand content allows multiple benefits such as intrigued attendees re-watching the content, utilizing what they learnt to advertise future events. It also helps in increasing loyalty as well creating an online community.

Even though this technological drift happened because of a pandemic, it has opened people’s mind to a whole new level of normalcy regarding the concept of Communication, the best way to adapt in this new world is with Self guidance. And the main purpose of this article is to help you do just that. It doesn’t matter which generation you belong all these insights not only help you in your current events, but also help you to organize a better conference EVERY NEXT TIME.

Virtual events are the new normal. The whole industry of online conferences has great potential because, even though this was popularized in the last couple of years to the general audiences, this rapid development and advancement of online meeting platforms has helped a lot of industries with creating as well as enhancing their network globally. But that doesn’t make it all a smooth ride, most of the time, attending events virtually is an equally tedious task for both the audiences as well as the organizers. From long monotonous webinars to poorly organized network lagging online conferences, you’ve all attended at least one textbook cringy event which ended with you thinking, “why do we have to go through this!” Or “Thank God! For the mute option”. You've got great ideas, but you're missing a few crucial things. Four such mistakes you should avoid while organizing online events are:

A dry run/rehearsal is one of the most important things to do before a live stream.:


Have you ever been at an event and had speaker lagging, audio lagging or connection issues?

Or maybe you're the one who's been on stage and suddenly realized that your slides are not working. Or you've accidentally said something wrong in front of thousands of people.

All these are common problems for speakers, especially for those who don't do dry runs before their event starts. But there is a simple solution to this problem: Dry runs!

Dry run is a practice run for an event where all attendees come together and participate in the rehearsal. It helps speakers to get rid of any glitches, other technical problems and oops moments while they are live.

Dry runs also help the hosts to be in sync with their audiences and develop confidence towards their content.


Preparing Monotonous Content:

When you are planning an online conference, your primary focus should be on the audience. If you have a participant who is more interested in speaking than listening, you risk losing them fast. This can be especially problematic for online audiences, who have shorter attention spans than offline audiences. You can keep your attendees engaged by encouraging interaction among and with them. Breakout sessions, polls, live Q&As, and video presentations are some great activities you can add to your event that will use and generate unique content in the event as well as inspire curiosity for what's coming next. This way your audience becomes a participant in your event and is encouraged to express their ideas rather than just passing time through it in front of a blank screen.

Late Planning and Poor Management:

The biggest threat to your Virtual or Hybrid event? It's not the technology. It's not the speakers. It's not even the attendees.

It's procrastination. If you're looking at hosting a virtual or hybrid event, you need to understand that the planning and management of these events is different from the traditional model of planning physical events. That means that you need to factor in all of the aspects surrounding your event—technical support, timeline and agenda, choosing the right conference software, checking if the enlisted sponsors are relevant to your audience—and do it early. Because there’s a huge technological shift involved in moving from physical events to virtual ones, it’s important for you to get familiar with platform technology so you can deal with any momentary issues that arise at peak times during an event. It may also be beneficial for you to appoint a dedicated project manager well in advance who can plan and organize core activities professionally.

Not taking advantage of Reporting, Event’s Relevance to the target audience:

One of the worst mistakes you can make at a virtual conference is not taking advantage of ‘Event Reporting’.

Reporting on virtual conferences helps you on a lot of levels. It lets you know what your audience wants, who your target audience is, what was the largest audience at one time, how to pull more audiences in the future, and how to make your concept and content more relatable and interesting for the audience.

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