1. Send a reminder — Send every registered participant a reminder about the event at least the day before and an hour or so before the event. By sending a reminder you ensure better attendance to the event. People have very busy lives, get mixed up with time changes, and just simply forget about things even when they paid for it. Reminders are really nice and help clear up misunderstandings about time zones.
2. Send an agenda — In your last reminder sending an agenda or menu of what is going to happen during the event is a very nice added special touch that can create anticipation and excitement for the event. It can also help attendees think of questions and encourage them to invite more people if there are last minute sign ups.
3. Greet participants upon arrival — If you had an in person event you would stand at the door and greet visitors as they came in the meeting room. It is important that you, or someone assigned to do so, greets attendees as they come into the conference room. This will make them feel included and avoid the tendency for people to just click in, and click out if they don’t know what is going on.
4. Explain the technology — Before the virtual event officially begins but most of the attendees have arrived take the time to explain the technology to them. Just a quick couple of minutes explaining how to mute a microphone, raise your hand to speak, and how things should look can go far in making attendees comfortable.
5. Explain how the event will proceed — When the event officially starts take time at the beginning to go over the order of events according to the agenda. This will be a way to prepare yourself, the speakers and attendees about how everything will proceed.
6. Introduce each speaker/presenter — Always have a clear transition to the speakers after the Q & A time. Either have the speaker introduce the next person or, most effective, the host should introduce the next presenter.
7. Keep track of time — Someone should be keeping track of time, it is important to keep the event running smoothly on time so that everyone has plenty of time to do their planned presentations. This is why practicing helps keep the time factor into consideration.
8. Allow for Q & A after each speaker/presenter — Another reason time is important is to ensure that each speaker / presenter has ample time for a Q & A session after their presentation. Most event participants report better experiences (and open their wallets more readily) when they feel heard and have their questions answered.
9. Have a clear closing of the event — Instead of just stopping the event suddenly make sure to have a planned closing that has some sort of call to action, whether that is to sign up for a newsletter, attend the next event, or to remind participants to grab their bonus materials does not matter, just make sure that a clear closing occurs.
10. Follow up — Never ignore the follow up after a virtual event. Sending attendees some bonus materials in email, a recording of the event, and thanking them for coming along with a survey that gives feedback to you so that you can do better with each event is a very important part of the entire experience.