The Evolution of Conferences – Moving from Live Events to Virtual Experiences
You might be thinking, “How tough can it be?” or “Isn’t it like hosting a Zoom meeting?” Actually, taking what was once a live event with 500 attendees and relaunching it as a virtual conference with over 1000 attendees is quite a bit more complicated than your average Zoom meeting, to say the least.
Our Initial Excitement About the Conference
At Lead Dog Meeting & Event Management, we took on this project with enthusiasm! Being able to help facilitate this conference for women with metastatic breast cancer was challenging but rewarding. The meeting was held live for over a decade, featuring content in plenaries and breakouts as well as exhibitors and resources in the Exhibit Hall. It’s always been a great place for these women to form relationships and enjoy fellowship with other women who share their concerns and experiences.
Challenges Along the Way
For most of us, relying on technology to host a conference is a bit daunting. Maximizing the platform's capabilities while helping exhibitors and attendees do the same was a challenge at times and took a monumental effort in planning. The committee spent a great deal of time planning how to structure the event and considering items such how to best present the content and avoid online fatigue. Most importantly, we wanted to make attendees, along with exhibitors, feel comfortable and engaged.
Thinking Outside the Box
In partnership with our client, we worked to make sure that the attendees came to the virtual conference prepared for the connected engagement we hoped they would feel. We created a Pre-Event Experience Guide was provided to all attendees in advance. Registrants received suggestions to help them create a comfortable but focused space by bringing their favorite blanket and perhaps a cup of tea. The guide also included a door sign for attendees to use to limit interruptions, and guidance to help them feel prepared and engaged during the event. We suggested surrounding themselves with soothing objects in preparation for a meaningful experience.
Successful Outcomes to Celebrate
After the conference, we evaluated the event. We agreed that our time spent on communications, workflow, and logistics had paid off. The fact that so many women, who might be too ill to travel, could participate from home boosted the attendance rate well over original expectations. The growth and reach of the information presented was improved by watching recorded content enabling attendees to experience more than one breakout room from a time slot. Virtual exhibitors were able to connect with attendees and reach their goals.
Our Pro Tip for Virtual Conferences
It’s important to mention that putting on a virtual conference of this size requires a complete team effort. Marketing is a huge component! Project Management is essential. The production behind the scenes plays a significant role in your success. Thoughtful content development requires advance planning - it can make your conference more successful. When everything comes together your attendees will reap the benefits of your teamwork.
Your Next Virtual Event
When you are planning your next event, reach out to us at Lead Dog Meeting & Event Management. We specialize in complex events, and we’re happy to take on big projects. You’ll appreciate our expertise and commitment to service as we become strategic team members of your organization. Contact us today for a free consultation, and let’s talk about your virtual event!
“Your dedication to this community and this conference over the last few months paid off and then some...so many thanks to pass on to you - for the content, the platform, and the connection from participants and speakers. COVID tried to keep us apart, but technology and a determined staff brought us together!”