Staying connected: Hosting digital events during the coronavirus

Staying connected: Hosting digital events during the coronavirus

By: Felipe Rivas

2 min read April 2020 — The novel coronavirus forced a global halt to major international, regional and local events. From the NBA season to networking conferences, all gatherings of any size stopped abruptly in an effort to flatten the curve and prevent COVID-19, the disease caused by the coronavirus, from spreading further. However, as the population at large becomes accustomed to social distancing, stay at home orders and self quarantining, many events went from a hard stop to full speed ahead virtually. As the business community adjusts to the challenges of the disruption caused by the coronavirus, many institutions are building value and maintaining relationships with patrons by maximizing the use of webinars, online classes, video conferences and even virtual happy hours. 

Throughout the nation, residents, institutions, and businesses alike have been forced to adapt to social distancing. Virtually every educational institution has gone fully online in an effort to keep staff and students safe during the coronavirus pandemic. On the business front, major companies have pivoted to fully digital events for participants to enjoy. For example, technology giant, Google, recently decided to move its entire Google Cloud Next ’20: Digital event online. The event will be a free, global, digital-first, multiday event aiming to connect attendees to streamed keynotes, breakout and interactive learning sessions, among other activities. During the coronavirus, these types of initiatives will become the new normal until it becomes safe to resume traveling and large gatherings.

The video conference platform, Zoom, has quickly become ubiquitous across the virtual events space. Across economic sectors, different institutions are taking advantage of Zoom and similar platforms. To host a successful virtual event, event planners must decide between hosting a virtual meeting or a webinar. “If you expect attendees to mostly just listen,” the best option is a webinar, Zoom advises as part of its digital event best practices. “When you need more back and forth between the audience and the host,” planners should choose a virtual meeting, the platform advises. 

Once the type of digital event has been narrowed down, hosts should hardwire the internet connection to prevent any Wi-Fi-related hiccups or virtual lag. In terms of audio, hosts should test speakers and audio prior to the meeting and minimize any background noise, according to Zoom. Additionally, hosts should dress to impress and make sure to start the virtual event on time. It is important to set the tone of the event and encourage Q&A’s during the virtual meeting or webinar. As a best practice, Zoom recommends the use of the Chat function to keep track of questions and comments. For larger webinars, Zoom offers a PayPal integration to charge the registration fees seamlessly. 

For the time being, social distancing will be part of the mainstream business landscape until at least May. However, many institutions are adjusting and pivoting more and more to the virtual hosting model to build value, share information and regain a sense of community in a time where residents are being asked to self-isolate as much as possible.  

To learn more visit: https://blog.zoom.us/wordpress/2020/03/04/best-practices-for-hosting-a-digital-event/

https://cloud.google.com/blog/topics/google-cloud-next/join-us-for-google-cloud-next20-digital-connect