Developing an Effective Crisis Communication Plan

by Jacqueline Spence
, November 13, 2024

In today’s fast-paced world, where information spreads instantaneously, businesses face significant challenges when it comes to managing crises. Whether it’s a natural disaster, a cyberattack, or a PR scandal, the ability to communicate effectively during a crisis can make the difference between sustaining long-term success, or facing irreparable damage.

In a recent GlobalMeet webinar crisis communication experts Elizabeth Ortega and Michele Dobnikar explored how businesses can develop a robust crisis communication plan that ensures business continuity and mitigates risks

Importance of a Crisis Communication Plan

A crisis communication plan is a strategic tool that prepares businesses for the unexpected. It establishes clear protocols for communicating with both internal and external stakeholders during times of crisis. The plan ensures that businesses can quickly respond, provide accurate information, and maintain trust with their audiences.

Elizabeth Ortega, founder of ECO Strategic Communications, emphasized that one of the most critical aspects of crisis communication is to “seize the narrative.” Ortega advises businesses to be proactive in addressing crises rather than allowing external forces — such as the media or competitors — to control the story, explaining that “the first narrative often sticks in people’s minds.” Once the crisis becomes public, it’s much harder to change perceptions, so businesses must get ahead of the news, and establish their version of events early.

Michele Dobnikar, president of GlobalMeet, echoed this sentiment, emphasizing that “being prepared” is key. She noted that companies often don’t have time to formulate a communication strategy once a crisis occurs, which is why planning ahead is essential. “You must have the ability to communicate immediately,” she stated. Having a comprehensive crisis communication plan in place allows businesses to react swiftly, and minimize any fallout.

Key Elements of a Crisis Communication Plan

A well-developed crisis communication plan should include the following key components:

1. Clear Chain of Command

Establishing a clear hierarchy of decision-makers is vital in a crisis. Businesses should have designated leaders responsible for making decisions and communicating with both internal and external stakeholders. This ensures that the organization speaks with a unified voice and avoids conflicting messages. As Ortega noted, “leadership must work closely with communications teams to ensure clarity and consistency in messaging.”

2. Proactive Communication

Both Ortega and Dobnikar stressed the importance of proactive communication. While it might seem counterintuitive, addressing potential crises before they escalate can prevent more significant issues later. Proactive communication can involve anything, from responding to media inquiries, to keeping employees informed about sensitive matters. Dobnikar shared an example of a large global company she worked with as an example of best practice. They regularly updated a list of key personnel to be engaged during a crisis, and tested their communication systems quarterly.

3. Internal and External Communication Strategies

A successful crisis communication plan must account for both internal and external audiences. Internal audiences, such as employees, play a critical role in maintaining business continuity. Keeping them informed helps prevent misinformation and rumors from spreading. As Dobnikar pointed out, during a crisis such as a natural disaster or cyberattack, regular communication with employees is crucial. “Remaining calm sets the tone for how the organization responds, and helps keep emotions under control.”

Externally, businesses need to communicate effectively with customers, clients, media, and the public. In times of crisis, transparency is essential to maintaining trust. Ortega emphasized the need for businesses to address the situation head-on: “Acknowledge what the issue is, develop resources to correct the situation, and explain how you will avoid similar issues in the future.”

4. Regular Updates and Testing

Crisis communication plans should be treated as dynamic documents, subject to regular review and testing. Both experts agreed that, at a minimum, businesses should review their plans annually. Though ideally, quarterly reviews would provide more agility. These reviews should involve cross-functional teams, including legal, Human Resources, and communications, to ensure that all potential risks are considered, and that everyone is aligned on how to handle different types of crises.

In addition to regular reviews, businesses should also test their crisis communication plans through drills and simulations. Dobnikar shared her experience of working with a company whose proactive testing of their business continuity plan during a wildfire saved both their operations, and their employees, noting that “having a well-thought-out plan allows you more headspace to handle unexpected nuances.”

Business Continuity and Disaster Recovery (BCDR)

A crisis communication plan is closely tied to broader business continuity and disaster recovery (BCDR) strategies. These plans ensure that critical business functions can continue during and after a disaster. Dobnikar shared an example of how her previous employer handled a wildfire crisis. Employees were evacuated from their homes, and the company had to act quickly to relocate staff whilst continuing to serve clients. Thanks to a well-tested business continuity plan, they were able to run the business with minimal disruption.

“Facing business risks head-on with a proactive, informed, and structured approach helps protect the organization and ensures resilience,” Dobnikar explained. Having a BCDR plan in place can prevent operational downtime and safeguard critical data and infrastructure during a crisis.

The Role of Virtual Events in Crisis Communication

Virtual events have emerged as a powerful tool for crisis communication. In the wake of the COVID-19 pandemic, many organizations turned to virtual platforms to communicate with stakeholders during times of uncertainty. Michele Dobnikar, whose expertise lies in virtual events, highlighted the advantages of using these platforms in crisis situations.

Virtual events allow businesses to communicate quickly and effectively with large audiences, providing real-time updates, and addressing concerns as they arise. They also offer interactive features such as polls and participant analytics, enabling organizations to gauge audience reactions and adjust their messaging accordingly.

Elizabeth Ortega added that video communication plays a crucial role in building trust during a crisis. “Seventy percent of what we communicate is non-verbal,” she said, emphasizing the importance of body language and facial expressions in conveying authenticity. Virtual events give businesses the opportunity to put a face to their response, reducing anxiety, and fostering a sense of connection with their audience.

Conclusion

Developing an effective crisis communication plan is essential for any organization looking to protect its reputation and ensure business continuity. As Elizabeth Ortega and Michele Dobnikar emphasized in their webinar, businesses must be proactive in seizing control of the narrative, communicating transparently with stakeholders, and regularly reviewing and testing their crisis communication strategies.

Incorporating virtual events into crisis communication plans can provide a dynamic and cost-effective way to reach audiences quickly and authentically. By preparing ahead of time and maintaining clear lines of communication, businesses can navigate even the most challenging crises while preserving trust and minimizing damage.

With the right crisis communication plan in place, organizations can not only survive a crisis, but emerge stronger and more resilient than before.

Capturing Event Metrics: How to Measure Event Success

by GlobalMeet Blog Team
, November 6, 2024

In the modern business landscape, events play a crucial role in building brand awareness, nurturing client relationships, and driving revenue. Whether it’s a virtual, in-person, or hybrid event, the need to accurately capture event metrics has never been more important. Event success is no longer just about pulling off a flawless presentation or attracting a large crowd; it’s about understanding how these elements translate into measurable business outcomes. To do that, businesses must have the tools and processes to capture event success metrics and evaluate their event Key Performance Indicators (KPIs).

In Event Industry News’s latest Event Industry Tech Report, capturing event metrics — particularly those that measure audience participation, engagement, and reactions — has been identified as a top priority by professionals in the industry. With the right data, you can not only evaluate your event’s success, but also make informed decisions on how to improve future events.

Why Measuring Event Success Matters

Event success metrics are essential for understanding the return on investment (ROI) of your events. Whether your goal is to generate leads, close deals, build brand awareness, or improve customer relationships, event metrics provide the data needed to assess performance against these objectives.

Standard event KPIs help ensure that you are not flying blind. Some of the most commonly tracked KPIs include:

Amount of Registrants vs. Amount of Attendees
Amount of Post-Event, On-Demand Event Attendees
Attendee Demographics
Deals Created Post-Event
Event Attribution: Contribution to Revenue

These KPIs not only gauge participation, but also offer insights into how your event influenced revenue and customer engagement, providing a roadmap for making data-driven improvements.

Standard Event KPIs and What They Tell You

1. Amount of Registrants vs. Amount of Attendees

Tracking the ratio of registrants to actual attendees gives you an early indication of how compelling your event marketing efforts were, and whether people followed through. High registration rates but low attendance could suggest issues with timing, accessibility, or the event’s perceived value. This data helps assess the overall interest in your event, and the effectiveness of your outreach campaigns.

2. Amount of Post-Event, On-Demand Event Attendees

For virtual and hybrid events, post-event attendance is becoming increasingly important. Attendees may consume event content at a later date, especially when it’s available on-demand. Measuring these numbers provides insights into your content’s long-term relevance and reach. It also offers an additional metric to evaluate event success beyond live attendance, particularly for those unable to attend in real-time.

3. Attendee Demographics

Understanding your audience’s demographics allows for more targeted marketing and personalized follow-ups. This metric typically includes job titles, industries, company sizes, and geographical locations. By analyzing attendee demographics, you can evaluate whether you attracted the right target audience and if future events should be tailored differently.

4. Deals Created Post-Event

Ultimately, businesses want to know how their events contribute to revenue. One of the clearest ways to measure event ROI is to track deals that can be directly attributed to event participation. How many leads did your event generate? What percentage of these leads converted into paying customers? Tracking this metric enables you to assess the tangible impact your event had on business growth.

5. Event Attribution: Contribution to Revenue

Closely tied to deal creation, revenue attribution helps you understand the financial contribution your event made. You can break this down further by looking at revenue generated per event, revenue generated per attendee, or even revenue per engagement. This deeper level of understanding helps you quantify the financial return on your investment in organizing and executing the event.

Enhancing Your Event KPIs with Attendee Engagement Analytics

Capturing attendee engagement is critical for improving the success of your events. Engagement metrics provide a qualitative dimension to the quantitative KPIs, offering deeper insights into how attendees interacted with your content, and your brand.

Key Attendee Engagement Metrics

1. Survey Feedback

What are your attendees saying in post-event surveys? This data can be invaluable for improving content, speakers, and logistics in future events. Analyzing feedback helps you understand attendee satisfaction, and what could be enhanced in future events.

2. Questions Asked by Attendees

The questions asked during Q&A sessions or through chat features provide insight into what attendees are thinking, and how well they are engaging with the material. More questions usually indicate greater audience interest and involvement, whilst no questions may indicate a significant requirement for change.

3. Active Watching Time

For virtual and hybrid events, you can track how long attendees are actively watching the event, which sections they might be skipping, and when engagement tends to drop off. This metric helps you understand which content resonates the most, and where improvements are necessary.

Tracking these engagement metrics gives you an actionable blueprint for refining your event strategy. High engagement levels correlate with a more positive event experience, increased lead generation, and ultimately, higher deal conversion rates.

Hybrid Events: Solving the Challenge of Capturing In-Person Data

While capturing engagement metrics is relatively straightforward for virtual events, in-person events pose more of a challenge. Gathering accurate and comprehensive data about your in-person attendees has traditionally been difficult, as it often requires more manual processes like surveys or physical sign-ins. However, hybrid events — those that combine both in-person and virtual elements — can serve as a game changer by allowing businesses to collect data more efficiently.

With a hybrid event, in-person attendees can be encouraged to interact with event content via their mobile phones or event apps, which allows businesses to capture participation metrics just like they would with virtual attendees. Mobile applications can track:

Attendance duration
Session participation
Survey completion
Questions asked via live polls

By merging in-person participation data with virtual engagement metrics, businesses gain a holistic view of how their audience is engaging with the event. This leads to more accurate and actionable event success metrics, and in turn, improved decision-making for future events.

Conclusion: Aligning Your Metrics with Event Goals

In today’s event-driven business environment, capturing event metrics is essential to understanding your event’s success and ensuring that your investments deliver the desired returns. With standard KPIs — such as registrants vs. attendees, post-event participation, attendee demographics, deals created, and revenue attribution — you can gain a clear picture of your event’s overall performance. When supplemented with attendee engagement analytics — such as survey feedback, questions asked, and active watching time — you can get a deeper understanding of the attendee experience, and how to improve it.

For in-person events, incorporating hybrid elements can greatly enhance your ability to capture important data, allowing you to collect the same level of engagement and participation metrics that you easily capture in virtual environments.

Ultimately, by leveraging event metrics effectively, you can drive more meaningful, data-backed improvements to your future events, enhance attendee satisfaction, and boost your event-driven revenue.

Improving Your Customer Engagement Strategy with Professional Virtual Event Management

by GlobalMeet Blog Team
, October 30, 2024

As conference season approaches, many businesses are keenly focused on one major goal: enhancing their customer engagement strategy. In an ever-evolving business landscape, ensuring that your events align with your customer engagement goals is crucial to achieving success. To do this effectively, companies need to think beyond traditional in-person events and invest in innovative virtual and hybrid event management approaches.

The role of events in today’s customer engagement strategy cannot be underestimated. Whether in-person, virtual, or hybrid, these gatherings allow businesses to engage directly with their customer base, provide valuable insights, and foster lasting relationships. While in-person communication is experiencing a resurgence, relying solely on this method could alienate a significant portion of your audience. The key to creating a robust customer event strategy lies in striking a balance between the personal touch of in-person interactions and the accessibility of virtual participation.

The Importance of Customer Engagement

Customer engagement has always been a cornerstone of business success, but its significance has grown exponentially in the digital age. Customers now expect more than just a one-time interaction with a brand; they seek ongoing engagement that fosters trust, loyalty, and value. Events — whether product launches, training sessions, or customer appreciation gatherings — serve as powerful tools for nurturing these relationships and building your customer relationships over time.

When done right, a well-executed customer event can strengthen bonds between a company and its audience, leaving a lasting impression that fuels loyalty and future sales. However, the challenge lies in executing these events in a way that reaches a broad and diverse audience, especially when travel costs and other logistical challenges come into play.

A Resurgence of In-Person Regional Events

As restrictions from the global pandemic ease and businesses aim to reestablish personal connections with their customers, many companies are ramping up their investments in regional, in-person events. These smaller, localized gatherings can allow for deeper engagement, fostering strong interpersonal relationships that may drive long-term customer loyalty. Regional events offer the opportunity to network in more intimate settings, ask questions directly to company representatives, and get hands-on experience with products or services.

However, while regional events are valuable in building strong, face-to-face relationships with local customers, they come with inherent limitations and may even inadvertently alienate a significant portion of your audience, especially those located outside your immediate geographical area. Not every customer has the means or the willingness to travel, especially in light of skyrocketing travel costs. Airfare and hotel prices have risen dramatically in the last few years, making it increasingly difficult for attendees to justify traveling long distances for a single event. Even the most loyal customers to your brand may feel pushed out if they are suddenly unable to participate in the events they have previously enjoyed. Worse, they may perceive your company as prioritizing local customers over them, leading to a decline in their overall engagement with your brand.

To succeed in today’s market, companies must recognize the importance of inclusivity in their customer event planning. Excluding a large segment of your customer base from participating in your events not only damages relationships, but also limits the reach and effectiveness of your engagement strategy.

This presents a dilemma for businesses aiming to maximize their customer engagement strategy: how do you maintain the benefits of in-person events while ensuring that your broader customer base remains engaged?

The Solution: Hybrid Events

The solution to this challenge lies in hybrid event management. By blending in-person and virtual experiences, businesses can cater to both local customers who value face-to-face interaction and remote customers who still want to be part of the conversation. Hybrid events combine the best of both worlds, offering the intimacy and personalization of in-person communication with the flexibility and accessibility of virtual participation.

This is where professional virtual event management comes in. Organizing a successful hybrid event requires more than just setting up a live stream of your in-person event. It involves careful planning, seamless integration of virtual and physical elements, and a deep understanding of your audience’s needs. A professional virtual event management team can help transform your in-person events into hybrid experiences that are engaging, inclusive, and impactful.

The Benefits of Hybrid Events for Customer Engagement

There are several key benefits to incorporating hybrid events into your customer engagement strategy:

Broader Reach:

Hybrid events allow businesses to reach a much larger audience. Customers who can’t attend in person due to location, scheduling conflicts, or travel costs can still participate virtually. This expands the reach of your event and ensures that no customer feels left out.

Increased Flexibility:

With hybrid events, customers have the flexibility to choose how they want to engage with your brand. Those who prefer in-person interaction can attend the physical event, while those who prefer virtual participation can join online from anywhere in the world.

Enhanced Engagement:

Virtual and hybrid events offer unique opportunities for audience engagement. Interactive features such as live polls, Q&A sessions, and chat functions allow virtual attendees to participate in real-time, creating a more immersive and engaging experience.

Cost-Effective:

Hybrid events can be more cost-effective than exclusively in-person events. By reducing the need for extensive travel and accommodations, businesses can save on expenses while still delivering a high-quality event to a larger audience.

Data-Driven Insights:

Virtual and hybrid events provide valuable data on attendee behavior, preferences, and engagement. This data can be used to refine future events and improve your overall customer engagement strategy.

Why Invest in Professional Virtual Event Management?

Creating a seamless hybrid event experience requires expertise in both virtual and in-person event management. A professional virtual event management team brings the technical skills, experience, and creativity needed to ensure that both your in-person and virtual attendees receive the same high-quality experience. They handle everything from coordinating the logistics of live streaming, to managing virtual breakout rooms, ensuring that your event runs smoothly from start to finish.

Moreover, a professional team can help you design an event that not only engages customers in the moment, but also nurtures relationships for the future. By offering virtual attendees the same valuable insights, interactive opportunities, and personalized experiences as in-person participants, you create a sense of inclusion that encourages them to invest in future in-person events.

The Future of Customer Engagement

As businesses look to the future, it’s clear that hybrid event management is here to stay. By investing in professional virtual event management, companies can enhance their customer engagement strategy and ensure that every event, whether in-person or virtual, delivers maximum value to their audience.

In a world where travel costs continue to rise and customer expectations evolve, embracing hybrid events is the key to staying connected with your entire customer base.

The Benefits of Upgrading Your Conferencing Call Solution

by GlobalMeet Blog Team
, October 16, 2024

As businesses grow and expand in today’s rapidly evolving technological landscape, the need for seamless, reliable communication has become increasingly important. One of the most effective ways to ensure smooth collaboration is by upgrading your conferencing call solution to a modern, enterprise-grade system. Whether you’re a small startup or a large multinational corporation, having the right conferencing call software can revolutionize how you communicate, collaborate, and connect. Modern enterprise conferencing solutions can help you reach a global audience, provide robust reporting tools, capture essential details through transcription, and streamline your operations with advanced operator-assisted features.

Reach a Global Audience

One of the primary reasons that a business may need to upgrade their conferencing call solution is the need to effectively communicate with a global audience. Whether you are coordinating with international partners, remote teams, or a global customer base, having the right software can make all the difference in your ability to engage and collaborate across borders.

Modern conferencing call software allows for seamless participation from virtually anywhere in the world. With support for various devices, including smartphones, tablets, and desktop computers, enterprise-grade systems ensure that all participants have access to the conversation, no matter their location. This enhanced accessibility means that businesses can more effectively expand their operations into new markets, hold productive meetings across time zones, and foster better relationships with global stakeholders.

For organizations that regularly conduct meetings with international attendees, an upgraded enterprise conferencing solution also provides features such as language translation, ensuring that every participant can feel heard and understood. This enhanced inclusivity is key to fostering a global mindset and building stronger international relationships.

Unlock Detailed Reporting to Measure Effectiveness

Measuring the success of your conference calls is critical to improving communication strategies and ensuring that your meetings are productive. Upgrading your conferencing call software to an enterprise solution gives you access to advanced reporting tools that can track key performance metrics, such as participant engagement, call duration, and overall call quality.

With these detailed reporting features, businesses can evaluate the effectiveness of their calls in real-time and make informed decisions to enhance future meetings. Whether you’re looking to improve participation rates, adjust presentation formats, or optimize your meeting agenda, having access to comprehensive data empowers you to continuously refine your communication strategy in a way that promotes consistent growth.

Additionally, enterprise-grade conferencing call solutions often provide post-call analytics that can track key business outcomes linked to your meetings. These reports can highlight patterns, identify areas for improvement, and even measure the return on investment (ROI) of specific conference calls. The ability to track these metrics allows businesses to justify the resources they allocate toward virtual meetings and understand their direct impact on organizational goals.

Capture Transcriptions for Detailed Meeting Records

In any business, it’s easy to miss out on critical details during meetings, especially when juggling multiple agendas, presenters, and attendees. One of the most valuable features of modern conferencing call solutions is the ability to automatically capture transcriptions of meetings. This accurate, in-the-moment record ensures that no important information is lost, and frees up valuable time that would otherwise be spent checking over notes and actions after the meeting is complete.

Meeting transcriptions are a powerful tool for post-call analysis and follow-up. They allow businesses to create detailed summaries, distribute action items, and provide easy reference points for employees who were unable to attend the live call. Additionally, these transcriptions can serve as legal records in some industries where accurate documentation is essential.

By capturing and archiving transcriptions, businesses can ensure that all stakeholders are aligned on key decisions and can easily revisit important discussions whenever they need to. These records can also be shared across teams, keeping everyone in the loop and facilitating collaboration even after the meeting has ended.

Record Calls for On-Demand Access

Another significant advantage of upgrading to an enterprise conferencing solution is the ability to record calls for on-demand access. Call recording allows businesses to store and review meetings, training sessions, and presentations, ensuring that everyone has access to the content whenever they need it.

Recording calls is particularly useful in larger organizations where participants may need to revisit discussions, or where new employees may benefit from reviewing past training sessions. This feature is also invaluable for companies that work in regulated industries or those with stringent compliance requirements, as it provides an auditable trail of communication and decision-making without needing any additional manpower.

On-demand access also increases flexibility within teams. Employees who are unable to attend live meetings due to scheduling conflicts or time zone differences can access recordings at their convenience, ensuring that everyone can always remain up-to-date with key information.

By offering the ability to record, review, and share meeting content, businesses can enhance collaboration, improve accountability, and foster a culture of transparency across their organization.

Enhance Professionalism with Operator-Assisted Calls

While automation is a powerful tool, there are times when adding a human touch to your meetings can make all the difference. Incorporating an operator-assist feature into your conferencing call solution can elevate your meetings by providing a more professional, organized experience for participants.

Operator-assisted calls introduce the service live virtual event professional who handle various aspects of the meeting for you, including greeting attendees, managing technical issues, and ensuring that the call runs smoothly. This service can be especially beneficial for larger, more complex meetings or important events where maintaining a high level of professionalism is essential.

These operators are experts in managing virtual events and can troubleshoot issues in real-time, ensuring that the meeting proceeds without interruptions. Their presence also alleviates the burden on your internal teams, allowing your employees to focus on the content of the meeting rather than managing the technical logistics in the background.

Whether it’s a large company-wide meeting, a client presentation, or a high-profile webinar, adding an operator to your enterprise conferencing solution can help ensure that everything runs smoothly and professionally.

Conclusion

Upgrading your conferencing call solution to a modern enterprise conferencing solution is more than just a technical enhancement — it’s an investment in the future of your business communication. By reaching a global audience, unlocking detailed reporting, capturing transcriptions, enabling call recording, and incorporating operator-assist features, businesses can transform their communication strategy into one that is efficient, effective, and accessible.

With the right conferencing call software, companies can streamline their operations, foster stronger relationships with international stakeholders, and ensure that no detail is lost in the fast-paced world of virtual meetings. As technology continues to evolve, upgrading your conferencing solution is an essential step in staying ahead of the curve and ensuring that your business remains competitive in the global marketplace.

How Virtual Events Impact Your Corporate Communication Strategy

by GlobalMeet Blog Team
, September 25, 2024

As businesses increasingly embrace digital transformation, virtual events have become a staple in corporate communication. Virtual town hall meetings have replaced traditional in-person gatherings, and employees all over the world are connecting despite the distance. This shift in global communication has been driven by the need for flexibility, cost-efficiency, and the ability to reach a global audience in real-time.

During a recent webinar with GlobalMeet and Hive Streaming, Michele Dobnikar, President of GlobalMeet, and Niklas Hagen, co-CEO of Hive Streaming, highlighted the importance of well-run internal events and the hidden costs of failed internal events. Their insights emphasize the critical role that high-quality virtual events play in effective corporate communication.

Enhancing Internal Corporate Communication

One of the primary benefits of virtual events is their ability to enhance internal corporate communication. High-quality video experiences are now expected not only for external events, but also for internal communications. Niklas notes that in our technological world we are all accustomed to high-quality streaming services like Netflix and YouTube, and yet companies do not seem to demand the same level of quality for internal events, despite knowing that poor video experiences can lead to disengagement and a lack of trust in leadership.

Virtual town hall meetings are now instrumental in creating alignment and engagement among employees. They provide a platform for leaders to communicate the company’s vision, goals, and strategies directly to their staff, fostering a sense of unity and purpose. And Michele agrees, emphasizing that these events shape company culture, align corporate goals, and inspire teams, making them essential for driving engagement and commitment.

The Cost of Failed Internal Events

The impact of a failed internal event goes far beyond technical cost; it can affect employee morale, trust, and understanding of the company’s direction. Michele highlighted the importance of having a strong communication strategy and the right tools in place to ensure that key messages are delivered effectively. Research shows that viewers that cannot hear the speaker or understand the speaker quickly tune out and become demoralized. And ultimately, your information becomes less viable. Having 40% of your employee base not understanding the information shared has a huge knock-on effect to your internal communications, your culture, and your revenue and profitability. Even 10% is too much.

Niklas agrees, further highlighting that costs associated with failed events are not always monetary. The opportunity cost of missed information and the time cost in needing to produce another event to replace the failed one. The embarrassment of being let down by your platform in front of a thousand employees. More importantly, failed events can erode trust in leadership. Employees expect seamless and professional virtual events, and any failure can result in a rapid loss of confidence and engagement.

So What Can We Do About It?

To ensure the success of virtual events, companies must focus on four key areas:

Content and Production Quality: The content of the event must be engaging, relevant, and well-produced. High production quality, including good lighting, sound, and camera work, enhance the overall experience. Additionally, interactive elements such as Q&A sessions and live polls can increase engagement, helping sessions to feel a little less cold and a little more personal.
Technology and Infrastructure: Reliable technology is crucial for delivering high-quality virtual events. Michele mentioned the importance of platforms like GlobalMeet, which offer stable and secure technology for both internal and external events. Hive Streaming’s control and analytics tools can also help ensure that large scale internal events go as planned, with smooth delivery and real-time insights into event performance.
Inclusivity: Virtual events must be inclusive, ensuring that all employees, regardless of their role or location, have access to the same information. Michele emphasized the importance of features like real-time translation and multiple language captioning to bridge communication gaps in global teams. This inclusivity is vital for maintaining a unified, engaged, and informed workforce.
Consistency: Regular virtual events, such as monthly or quarterly town halls, help maintain a continuous flow of information and keep employees informed and engaged. Consistency in communication reinforces the company’s goals and objectives, ensuring that employees remain aligned with the organization’s vision.

Leveraging Technology for Success and Retention

Unsurprisingly, good technology plays a pivotal role in the success of virtual events. Platforms like GlobalMeet and Hive Streaming offer integrated solutions that ensure seamless delivery and high-quality experiences. Hive Streaming’s recent product releases, such as ‘Control the Event’ and ‘IT and Network Analytics’, provide real-time insights and anomaly detection, helping companies identify and mitigate potential issues during live events.

Effective virtual events can also significantly impact employee retention and improve international communications. Engaged and informed employees are likely to stay, and this engagement can be driven heavily by leaders through these well-run internal events. They are a key opportunity to explain company goals and how the employee is vital to achieving them, which can in turn boost their commitment and job satisfaction. Neglecting the quality of the internal events can send the wrong message to employees about the company’s commitment to excellence, and trickles down to negatively impact vital customers.

For international employees, virtual events are also a critical tool for bridging cultural and linguistic divides and ensuring that teams have equal access and understanding for every event. Niklas highlighted the importance of ensuring that global teams receive the same quality of information as those at the headquarters. Tools like Hive Streaming’s real-time translation and multiple language captioning help ensure that messages are understood by all employees, regardless of their location and native language.

Conclusion

Incorporating virtual events into your corporate communication strategy is not just a trend; it’s a necessity in today’s dynamic business environment. These events are instrumental in shaping company culture, aligning goals, and fostering a sense of unity and purpose among employees. By prioritizing high-quality virtual events, organizations can enhance their communication strategies, improve employee retention, and ensure that their global teams remain informed and engaged every step of the way.

GlobalMeet stands out as the single solution for delivering high-quality internal and external virtual events. Whether you’re organizing an internal town hall with ten people, a sales kickoff, a marketing seminar, or an online event with ten thousand attendees, GlobalMeet provides the same user-friendly, reliable, secure, and stable technology. This consistency ensures that every event, whether managed or self-serve, maintains a high standard of excellence, making GlobalMeet the ideal choice for all your virtual event needs

Event Management Platforms: Optimizing Your Event Planning

by GlobalMeet Blog Team
, September 11, 2024

In the evolving landscape of event planning, the integration of advanced technology is not just an advantage — it’s a necessity. Event management platforms have become indispensable tools for creating seamless event experiences and capturing critical data that can drive the success of future events. These platforms are designed to optimize every aspect of event planning, from expanding your audience reach to integrating with CRM systems and providing expert management services.

Expanding Your Event Reach with Virtual and Hybrid Options

One of the most significant advantages of modern event management systems like GlobalMeet is their ability to expand the reach of your events through virtual and hybrid attendance options. In a world where geographical barriers and travel restrictions can limit attendance, these platforms ensure that your event can reach a global audience by allowing attendees to participate from anywhere in the world. This flexibility and convenience can significantly boost attendance numbers, giving your events a greater chance at success.

Hybrid events, which combine in-person and virtual elements, offer the best of both worlds. They provide the immersive experience of a live event while also catering to those who prefer or need to attend remotely. This flexibility not only increases your potential audience but also enhances the inclusivity and accessibility of your event, which can, in turn, raise your company profile with a wider audience.

CRM Integration: Capturing and Supporting Marketing KPIs

A critical feature of effective event management platforms is their ability to integrate seamlessly with Customer Relationship Management (CRM) systems. This integration is vital for capturing data that supports marketing Key Performance Indicators (KPIs), and allows sales teams to handle event-driven leads efficiently.

GlobalMeet’s event management platform integrates with your CRM, so all attendee interactions and data are automatically synchronized. This ensures that your sales team has access to up-to-date information about attendee behavior, interests, and engagement levels. Such data is invaluable for personalizing follow-up communications, nurturing leads, and ultimately converting them into customers.

Moreover, the integration supports marketing efforts by providing insights into which aspects of your event were most effective. By analyzing this data, you can refine your strategies for future events, focusing on what works best to engage your audience, and meet your marketing objectives.

Professionally Managed Event Offerings

Managing the technical aspects of an event can be overwhelming, especially if your team is already stretched thin with planning the content and presentations. This is where professionally managed event offerings become a game-changer.

GlobalMeet’s event management platform offers comprehensive management services, including everything from initial planning and setup to real-time technical support during the event and post-event analysis. Having a team of experts handle the technical details allows your team to concentrate on delivering high-quality content and engaging with attendees.

It also ensures that all technical aspects, such as live streaming, virtual breakout sessions, and interactive features, run smoothly, minimizing the risk that technical issues will disrupt the event and detract from the attendee experience.

Our expert services enhance the professionalism of your event, making you look better than ever.

Choosing the Right Event Management Platform

When selecting the right event management system for you it is key to consider which essential items meet your specific needs.

1. Comprehensive Features

Your platform should offer a wide range of features that cover all aspects of event planning and execution. This includes leads generation, registration management, attendee tracking, live streaming, virtual networking, and post-event analytics, just to name a few. A platform with robust features can handle diverse event types, from small webinars to large-scale conferences, so you never need to use more than one.

2. Customizability

Every event is unique, and your platform should allow for customization to match your specific requirements. This includes the ability to brand the event with your logos and colors, tailor the agenda, and create personalized experiences for different attendee segments.

3. User-Friendly Interface

A system with an intuitive and user-friendly interface is crucial for both event planners and attendees. It should be easy to navigate, reducing the learning curve and ensuring that users can access all features without frustration.

4. Integration Capabilities

As mentioned earlier, seamless integration with CRM systems is essential. Additionally, the platform should be able to integrate with other tools you use, such as email marketing software, social media platforms, and analytics tools. This integration ensures that all your systems work together harmoniously, enhancing efficiency and data accuracy.

5. Security and Compliance

Security is paramount when handling attendee data and hosting virtual events. Ensure that the platform you choose adheres to the highest security standards and complies with relevant regulations for global events, such as GDPR. This protects both your organization and your attendees.

6. Scalability

Your event management platform should be scalable to accommodate events of varying sizes and complexities. Whether you’re hosting a small meeting or a large conference, the platform should be able to scale up or down accordingly.

Conclusion

Event management platforms are transformative tools that can significantly enhance your event planning and execution processes. By expanding the reach of your events through virtual and hybrid options, integrating seamlessly with CRM systems to support marketing KPIs, and offering professionally managed event services, these platforms ensure that your events are successful, engaging, and data-driven.

Choosing the right platform involves considering a range of features, from comprehensive capabilities and customizability to user-friendliness and security. By investing in a robust event management platform, you can optimize your event planning efforts, deliver exceptional experiences, and capture the data necessary for continuous improvement and success.

The Importance of Internal Communications

by GlobalMeet Blog Team
, August 30, 2024

Whether your team is remote, hybrid, or in-office, a robust internal communications strategy is essential for fostering engagement, ensuring alignment, and driving success. Flexibility and connectivity are paramount, and effective internal communications serve as the cornerstone of organizational cohesion and productivity. At GlobalMeet, we recognize the critical role of seamless communication in connecting dispersed teams and aligning diverse work settings.

So, whether you’re looking to streamline company-wide announcements, enhance collaboration among teams, or foster a culture of transparency and trust, this article will equip you with helpful insights and best practices to elevate your internal communications.

What We Mean by Internal Communications

At its core, internal communications involve the strategic dissemination of messages, updates, and insights to foster understanding, alignment, and engagement among employees at all levels. It’s about ensuring that every member of the organization feels informed, valued, and connected to the company’s mission and goals. Effective internal comms not only convey information but also cultivate a shared sense of purpose and belonging, empowering teams to work cohesively towards common objectives.

Why Internal Communications Matter

Imagine a bustling organization—an assembly of activity where teams collaborate, ideas spark, and innovation thrives. But what fuels this energy and keeps everyone moving in the same direction? The answer lies in a fundamental element that’s often overlooked: internal communications.

Simply relying on the idea that all of the organization’s employees always dreamt of working for that specific business in that particular field would be naive to say the least. But what leaders can do—for the employees that have found themselves as part of the pack—is try to nurture them. And in case you haven’t figured it out yet, internal company communications is one of your strongest instruments in your nurturing toolkit.

By ensuring everyone is on the same page, internal communications empower employees to contribute their best work. When employees feel informed, valued, and engaged, they’re more likely to be productive, innovative, and committed to the company’s success. This translates into a happier, more motivated workforce, ultimately leading to increased morale, higher productivity, and a stronger bottom line. In today’s competitive landscape, prioritizing internal comms isn’t a luxury; it’s a necessity.

Key Elements of an Effective Internal Communications Strategy

A productive internal communications strategy should be comprehensive and tailored to your organization’s unique needs. Here are some crucial elements to consider:

Clarity and Consistency

Messages should be clear, concise, and consistent across all channels. This helps to avoid misunderstandings and ensures that everyone receives the same information.

Feedback Mechanisms

Encourage two-way communication by providing platforms for employees to share their thoughts and feedback. This not only makes employees feel valued but also provides valuable insights for continuous improvement.

Multichannel Approach

Utilize various communication channels such as emails, intranets, and virtual events or hybrid events to reach employees wherever they are.

Regular Updates

Keep employees informed with regular updates about company news, changes, and achievements. This transparency builds trust and fosters a sense of inclusion.

The Role of Employee Communications

Internal communications establish a strong foundation, but a truly thriving business entity needs a two-way street of information exchange. This is where employee communications come into play. While internal comms traditionally focus on disseminating information from leadership down to the teams, employee communications emphasize the importance of information flowing in all directions.

This means creating a safe space for employees to share ideas, voice concerns, and offer feedback. It’s about fostering an environment where employees feel heard, valued, and empowered to contribute their unique perspectives. Through surveys, town halls, or anonymous suggestion boxes, employee communications open a dialogue that strengthens collaboration, innovation, and problem-solving across the organization.

Ultimately, effective employee communications cultivate a positive workplace culture where employees feel respected and engaged. This not only benefits employee morale but also leads to a more informed and adaptable infrastructure, ready to tackle challenges and achieve its goals.

Crafting Internal Communications Plans

Creating impactful internal communications plans involves understanding your audience, setting clear objectives, and choosing the right tools. Start by identifying the key messages you want to convey and the best times to deliver them. Then, select the appropriate channels and formats to reach your audience effectively. We’ll cover these in just a moment, but lastly—make sure you regularly review and adjust your plans based on feedback and changing needs. Okay, now onto the formats.

Internal Company Communication Formats

Effective internal communications rely on various formats tailored to different organizational needs. Let’s take a look at how different formats contribute to robust internal corporate communications, as each format serves a unique role in ensuring pertinent information reaches employees effectively. These formats not only disseminate information but also foster engagement and alignment across teams:

Town Hall Meetings: These gatherings offer a platform for leadership to share updates, goals, and achievements transparently, fostering organizational unity.
Business Continuity & Crisis Communications: Vital for managing and mitigating issues promptly, maintaining trust, and minimizing impact during unforeseen events.
Human Resources: A major component of internal company communications—ensure staff are well-informed about policies, benefits, and support.
Continuing Professional Education (CPE) / Continuing Ed: Offer ongoing learning opportunities, keeping employees updated with industry trends and enhancing their skills.

The Hidden Costs of Failing to Communicate Internally

Picture this for a moment: you’ve invested significant time and resources into a company-wide town hall. The CEO is poised to unveil a strategic vision for the future. But then, technical glitches disrupt the event, leaving employees confused and frustrated. This scenario not only damages morale but also carries hidden costs:

Disengaged Employees: When employees don’t understand the organization’s direction or their role in achieving goals, they become disengaged. This can lead to decreased productivity and innovation.
Loss of Trust: Technical glitches and unclear communication erode employee trust in leadership.
Wasted Resources: The cost of planning and executing a failed event is significant.
Ineffective Communication: If employees don’t grasp the message due to technical issues or poor content, the entire event is a missed opportunity.

However, with a strong internal communications foundation, and by leveraging advanced platforms like GlobalMeet, organizations can mitigate these risks and swing these types of concerns into a net positive.

GlobalMeet: Your Partner in Internal Communications

At GlobalMeet, we specialize in providing solutions that support your internal communications strategy. Our platform is designed to facilitate effective employee communications, from planning and executing internal communications plans to hosting engaging webcasts and webinars. Whether you’re looking to improve internal corporate communications or develop efficient employee communication strategies, GlobalMeet is at the ready.

Ready to transform your internal communications? Discover how GlobalMeet can help. Visit our website to learn more and schedule a demo today!

Unlocking Success: How to Conduct and Host an Effective Virtual Town Hall Meeting

by GlobalMeet Blog Team
, August 13, 2024

Virtual town hall meetings have become a game-changer in corporate communication. They’re an ideal way to connect leadership with a distributed workforce, stimulating a sense of community and transparency across any organization. Not to mention, sometimes you just need a way to break up the week a little.

Whether you’re leading a Fortune 500 company or an emerging business, mastering the art of hosting effective virtual town halls can revolutionize your internal communications and align your teams with your company’s vision. Let’s dive into what makes these meetings tick, their benefits, and how to host a virtual town hall seamlessly with GlobalMeet.

What are Virtual Town Hall Meetings?

A virtual town hall meeting is a digital evolution of the traditional town hall forum, adapted for the modern, interconnected corporate world. These meetings provide a virtual space where employees and management converge to exchange information, ideas, and feedback. It’s a versatile tool to have in your company bag, bringing together a dispersed workforce from various departments and geographic locations, all into a single, cohesive assembly.

The Dynamics of Virtual Town Halls

At its core, a virtual town hall is an interactive online event. Senior management and leaders utilize a robust virtual event platform to communicate company updates, policy changes, and strategic directions. These meetings are designed for two-way communication, but are often guided by company higher-ups. However, many virtual town halls encourage employees to engage in dialogues, pose questions, and provide their insights, making these sessions valuable, inclusive experiences.

One of the unique aspects of virtual town halls is their ability to level the playing field. Unlike traditional in-person meetings where seating arrangements might create a hierarchy of visibility and engagement, virtual town halls offer every participant a ‘front-row’ experience. This setup promotes equality and encourages more open and balanced participation. The interactive nature of these meetings also allows for real-time feedback and engagement, making it a dynamic and responsive method of communication and collaboration.

The Benefits of Going Virtual With Your Town Halls

Switching to virtual town halls offers several advantages over traditional, in-person gatherings. Let’s cover a few of the perks:

Cost-Effectiveness and Scalability

Virtual town halls eliminate the logistical challenges and costs associated with physical venues, travel, and accommodation. They are easily scalable, capable of accommodating anything from a small team to 100,000+ employees across the globe. This scalability ensures that as your company grows, your communication efforts can grow with it, allowing you to seamlessly adapt to increasing or fluctuating numbers of participants. Attendees can come and go as they please, and it doesn’t disrupt the flow.

Enhanced Engagement

Innovative digital tools, such as surveys, polling, Q&A, audience chat, social media feeds, and dynamic layouts, transform passive listeners into active participants. These features enrich the experience and ensure higher engagement levels. By incorporating these interactive elements, you can create a more involved and participative environment that encourages employee contribution and feedback. Ultimately, these are key drivers of retention and happiness in the workplace.

Flexibility and Convenience

Participants can join from anywhere, be it their office, home, or on the go. This flexibility results in higher attendance and participation rates. Additionally, the ability to record and share the session means that employees who cannot attend live can still benefit from the content later on, further enhancing the reach of the meeting and perpetuating its impact. Nothing like kicking back and catching up on company town halls with a bowl of popcorn—makes them all the more dramatic.

Data and Feedback Collection

Virtual event platforms enable the collection of valuable data, like engagement metrics and real-time feedback, helping organizations gauge the effectiveness of their communication and make informed decisions for future meetings. This data-driven approach allows for continuous improvement and more tailored communication strategies.

Turning the Success Key with GlobalMeet

While virtual town halls offer numerous advantages, their success heavily depends on the chosen platform’s capabilities. This is where GlobalMeet excels. Our virtual event platform is tailored to enhance your virtual town hall experience, providing advanced features and tools that make organizing and hosting these events straightforward and effective.

Whether you’re hosting a small internal meeting or a large-scale global event, GlobalMeet is equipped to handle your needs with ease. We offer robust security features to protect your discussions, elaborate customization capabilities, and interactive elements to keep your audience engaged.

At GlobalMeet, we understand that every organization has unique needs. That’s why we offer both webcast subscription and professionally managed event options, allowing you to choose the level of support that best fits your event.

What Goes On in Virtual Town Halls?

Virtual town halls can be all over the map—companies use them for all sorts of things. But what actually happens in a virtual town hall? Let’s break down the typical components and activities that make up these engaging digital assemblies.

Leadership Addresses: These meetings often commence with senior management, including CEOs and department heads, presenting the company’s current status, achievements, challenges, and future plans. This segment sets the stage and provides context for the rest of the discussion. Leadership addresses are crucial as they offer employees a clear understanding of the company’s direction and priorities.
Departmental Updates: Different departments or teams may present their updates, showcasing recent successes, ongoing projects, or future endeavors. This broadens employees’ understanding of the company’s diverse operations and upholds a sense of unity and shared purpose. Departmental updates also highlight collaborative efforts and cross-departmental achievements, promoting a holistic view of the organization’s progress.
Interactive Q&A Sessions: A vital component of many virtual town halls, Q&A sessions invite employees to ask questions via chat. With fully managed events, you can gain access to GlobalMeet’s Centerstage managed feature, where special guests cameo on video during a live event to ask a question or contribute to an ongoing discussion. demonstrating a commitment to open communication.
Polls and Surveys: Real-time polling and surveys are often conducted to gather instant feedback, gauge employee sentiments, and measure the effectiveness of the communication. These tools are invaluable for understanding employee perspectives and can inform future decisions and strategies. Polls and surveys also add an interactive element to the meeting, making employees feel more involved in the process.
Recognitions and Awards: Celebrating employee achievements and milestones during the town hall can boost morale and foster a sense of community. Recognitions and awards can be given for outstanding performance, innovative ideas, or contributions to the company culture. This segment not only acknowledges hard work but also sets a positive tone for the meeting. Plus, it’s always fun to get an award in front of your coworkers, and your leadership.

Additional Tips for Effective Virtual Town Halls

At the risk of being exhaustively thorough, we’ve put together some additional insights and tips to ensure your virtual town hall meeting runs smoothly and achieves its intended objectives. Let’s dive in:

Pre-Meeting Promotion: Effectively advertise and market your virtual town hall well in advance through multiple channels. Utilize email invites, company intranet announcements, and internal communication apps to generate excitement and encourage participation. Clearly outline the agenda, topics to be covered, and how attendees can submit questions in advance. Pre-meeting promotion ensures that employees are informed and prepared, leading to higher attendance and engagement.
Assemble Your A-Team: Hosting a successful virtual town hall requires a dedicated team. Assemble a group that includes a moderator, technical support personnel, and a dedicated person to manage the Q&A session. This team approach ensures that all aspects of the meeting are handled efficiently, from technical setup to content delivery.
Plan the Agenda with Precision: A meticulously crafted agenda forms the backbone of your virtual town hall. Allocate time strategically for presentations, Q&A sessions, and audience interaction. Keep the agenda focused and concise, while ensuring adequate time for key topics and discussions. A well-planned agenda keeps the meeting on track and ensures that all important points are covered.
Practice Makes Perfect: Schedule a dry run of the virtual town hall with your team beforehand. This allows you to rehearse presentations, troubleshoot technical glitches, and familiarize yourselves with the platform’s features. Rehearsals help identify potential issues and ensure that everyone is comfortable with their roles and the technology.
Embrace the Power of Visuals: People process information differently, but visuals are almost always a welcome addition. Be sure to utilize compelling presentations, infographics, and videos to enhance audience engagement and understanding of complex topics. Visual aids make information more accessible and can help to maintain interest and attention throughout the meeting.
Post-Meeting Follow Up: Following the town hall, it’s essential to maintain the momentum. Share a recording of the session for those who couldn’t attend, provide a recap of key takeaways, and address any outstanding questions or concerns raised during the Q&A. Post-meeting follow-up ensures that the information shared is accessible to all employees and that any lingering issues are resolved.

Interactive Content Elements for Virtual Town Halls

When hosting virtual town halls, incorporating interactive content elements can significantly enhance engagement and participation. Here are several strategies tailored specifically for virtual town hall meetings:

Interactive Presentations: Enhance your presentations with interactive elements such as clickable links, quizzes, and multimedia content. This not only captures the audience’s attention but also encourages them to engage with the material actively.
Virtual Breakout Rooms: Breakout rooms provide an opportunity for smaller group discussions and networking sessions during the town hall. Using a meeting app of your choice attendees can be divided into groups based on their interests or roles, allowing for more focused discussions and collaboration.
Live Performances and Entertainment: Adding live performances or entertainment segments to your virtual town hall can create memorable experiences for attendees. Whether it’s live music, comedy acts, or magic shows, these performances can help break up the content and keep participants engaged. Collaborate with local artists or performers to add a unique touch to your town hall.

Inclusivity and Accessibility in Virtual Town Halls

Ensuring inclusivity and accessibility in virtual town halls is essential for creating an environment where all attendees feel welcome and valued. Here are some strategies to promote inclusivity and accessibility in your virtual town hall meetings.

Providing Closed Captioning and Transcripts: Offering closed captioning or transcripts for live audio and video content ensures that attendees with hearing impairments can fully participate in the town hall. Virtual event platforms like GlobalMeet provide built-in captioning features, making it easy to provide this accommodation.
Offering Multiple Ways to Participate: Recognize that attendees may have different preferences and abilities when it comes to participating in virtual town halls. Provide multiple channels for engagement, such as text-based chat, audio commentary, and visual presentations, to accommodate diverse needs and preferences.
Ensuring Compatibility with Assistive Technologies: Make sure that your virtual town hall platform is compatible with assistive technologies commonly used by attendees with disabilities, such as screen readers and voice recognition software. Test your platform’s accessibility features and provide guidance on how attendees can optimize their experience.
Using Inclusive Language and Imagery: Be mindful of the language and imagery used in your virtual town hall communications to ensure they are inclusive and respectful of all attendees. Avoid language or visuals that may perpetuate stereotypes or exclude certain groups of people.

GlobalMeet: The Virtual Event Platform for Captivating Virtual Town Halls

Every virtual town hall presents a golden opportunity. It’s your chance to connect directly with your workforce, offering transparency, alignment, and a sense of belonging. Don’t let technical hurdles or logistical roadblocks stand in the way of success.

At GlobalMeet, we provide the tools and support you need to host flawless virtual town halls that captivate your audience and spark meaningful, productive dialogue. Contact us today to see how we can transform your virtual events into powerful moments of connection and engagement. Together, let’s empower your workforce and propel your organization forward.

Virtual Events: Should You Host Your Own or Utilize a Professionally Managed Virtual Event Platform?

by GlobalMeet Blog Team
, July 15, 2024

In-person gatherings continue to make their comeback, and yes, we know what you’re thinking: “I’m going to have to put real pants on again, huh?” As terrifying as this thought might be, and while it may be somewhat true, you don’t necessarily need to start panicking.

Virtual events have become a part of the business world, and they are here to stay.

During the pandemic, virtual events solidified themselves as integral tools for businesses to promote growth and perpetuate interconnectivity. But then we began to push the boundaries of what virtual events could actually do for companies in general, whether we were at home in our pajamas or in the office in our ~gulp~ khakis.

The point is, virtual and hybrid events haven’t lost their charm at all—59.5% of event planners intend to host hybrid events in the future. Even as the virtual events market reached a staggering $114 billion in 2021, it’s expected to expand to $366.5 billion by 2027. So, if you’re not jumping on the virtual or hybrid event train already, you’re likely limiting your company experience and hampering business growth opportunities.

But here’s the million-dollar question: Is hosting a virtual event something you can do on your own, or should you get some help? And another million-dollar question: how much help should you get? That’s two million dollars in questions, just right there.

The Importance of Choosing Your Virtual Event Platform Wisely

Selecting the right virtual event platform and format is imperative, whether you’re an SMB or a Fortune 500 company. But as the magnitude of your business increases, so does the risk associated with running a virtual event.

As a Fortune 500 business, for instance, a virtual event transforms from a simple awareness play into a full-on extension of your brand. It actually can’t fail—it must be carried out with flawless vitality, like an Olympic figure skater’s routine. You’re too well-known and respected for even the slightest hiccup—the expectations surpass excuses and mistakes, even if they are caused by an ill-fated edge in the ice.

Trust is everything. A Fortune 500 company can, in one moment, lose the trust of its employees, investors, partners and more. Therefore, the technology has to work, and the message must be clear; there can’t be gaps in the plan or the execution. Your virtual event platform should be the perfect fit.

Virtual Events with GlobalMeet

As a leader in the webcast sector, GlobalMeet’s virtual event platform offers a few options for businesses and event planners looking to host virtual or hybrid events, each with its respective degree of support.

At GlobalMeet, we pride ourselves on eliminating communication barriers and tailoring virtual events for the ultimate experience, so regardless of the tier you select, you’ll receive the tools, resources and guidance you need to put on an impactful event. We want your experience to be one of those events that attendees just can’t stop talking about. Schedule a demo today to learn more.

A Guide to Efficient Virtual Event Planning

by GlobalMeet Blog Team
, June 27, 2024

Virtual events have transformed the way we connect and share information. No more geographical limitations or traveling in a suit and tie; virtual events allow you to reach a global audience, fostering engagement and knowledge exchanges irrespective of location. But with this exciting potential comes the responsibility of meticulous planning. In this comprehensive guide, designed to equip you with the tools and strategies for success, we will walk you through virtual event planning in five detailed steps:

Step 1: Building Your Dream Team

A well-coordinated team is the backbone of any successful virtual event. Here are the key players you’ll want on board:

Project Manager: The conductor of the event, overseeing the entire project lifecycle from conception to execution. They ensure alignment with strategic goals, manage resources, and troubleshoot logistical challenges.
Producer: The live event puppet master, ensuring the event flows seamlessly. They manage transitions, maintain the schedule, and keep the virtual stage on track.
Production Manager: The tech whiz behind the scenes, overseeing the technical aspects. They collaborate with the tech team and the platform experts to manage the software, audio-visual elements, and ensure a glitch-free experience. GlobalMeet is one of the few virtual event software providers that offer Event Production Managers to meticulously run your event for you.
Content Coordinator and Marketing Specialist: The content curator, crafting engaging presentations and an agenda that resonates with the audience. The Marketing Specialist, on the other hand, spearheads promotional efforts to drive awareness and attendance.

Step 2: Crafting Compelling Content and Captivating Agendas

Content is still king. Here’s how to create an agenda and content strategy that keeps your audience glued to their screens and keeps your virtual event flowing:

Structure Your Agenda for Engagement

Design a well-paced agenda that grabs attention from the start. Integrate interactive elements like polls, Q&A sessions, and breakout rooms to encourage participation. Consider time zones for a global audience and keep sessions concise to maintain focus.

Gather Speaker Materials Promptly

Collect all necessary materials from your speakers well in advance, including presentations, bios, photos, and social media links. This empowers you to create a buzz pre-event and build connections with the audience. It also helps to ensure that no one’s material overlaps or becomes too repetitive. The last thing you want is a virtual event that drags on and on and still fails to educate attendees.

The Art of Effective Presentations

Captivating content is the heart of a successful virtual event. Identify impactful themes that resonate with your target audience. Incorporate a variety of formats, like keynote speeches, panel discussions, and interactive workshops, all just to keep things interesting. Storytelling is a powerful tool; use it to craft relatable and memorable presentations, and make sure that each presentation has a narrative that’s easy to follow. Real-world examples, case studies, and live demonstrations further enrich the content and ensure your audience walks away not just informed, but inspired.

Optimizing Your Presentation Space

The physical space you present from plays a subtle yet significant role. High-quality audio is paramount, so ensure a good microphone or headset. Maintain a clean, professional background to avoid distractions. Dress professionally, but comfortably, to portray authority and trust, while still remaining approachable and relatable. These details help maintain focus and ensure your message resonates with the audience.

Step 3: Mastering Technicalities and Rehearsals

Technical pitfalls can nullify all of your virtual event planning if you’re not careful. To avoid this, it’s important to prioritize a strong foundation. First, utilize established broadcast channels to maximize reach, and ensure a hardwired internet connection for stability. Next, conduct a thorough rehearsal to familiarize everyone involved with the platform and format. This practice session should mirror the live event as closely as possible, allowing all participants to test their equipment and identify any technical kinks before the big day arrives.

Rehearsals also provide a valuable opportunity to practice transitions and content flow, boosting speaker confidence and ensuring a smooth, professional experience for your audience. It really helps the speakers to see how it’s going to go beforehand. This leads us to step four.

Step 4: Fine-Tuning Presenter Preparation and Coordination

Well-prepared presenters are the cornerstone of a captivating virtual event. Be sure to provide presenters with comprehensive best practices for using the webcast platform. Familiarity with the technology translates to a smooth and confident delivery. Additionally, during rehearsals, prioritize checking audio and video quality for clarity and professionalism. Encourage presenters to use the same technical setup during rehearsals as they will during the live event. Confident and prepared presenters make for a smooth experience, helping uplift the overall image and impact of your virtual event.

Step 5: Finalizing Event Settings and Schedules

The final touches are crucial for a polished and professional event experience, and thoroughness is your friend.

Configuring Webcast Software Settings: Configure all technical aspects of the webcast software. This includes audio and video settings, chat functionalities, poll creation, and other interactive features, all tailored to your specific event needs.
Scheduling Presenters for Early Arrival: Ensure presenters log in well before the event start time. Aim for a 30-to-60-minute window for last-minute adjustments, troubleshooting, and acclimation to the virtual environment. This allows them to interact with each other, fostering a relaxed and confident atmosphere for their presentations.
Final Checks and Balances: Perform scrupulous final checks to eliminate the risk of technical glitches:
- Test all links and login credentials.
- Verify that backup systems are in place for critical components.
- Confirm that all content, such as slides and videos, is uploaded and functioning correctly.

By following these five steps and attending to the finer details, you can transform virtual event planning from a daunting task to a streamlined process. Just take things step by step! This approach ensures a captivating and impactful experience for both your presenters and your audience.

Elevate Your Virtual Events with GlobalMeet

GlobalMeet empowers you to craft exceptional virtual events, irrespective of their complexity. Whether you’re hosting a simple online video webcast or a multi-day hybrid conference requiring a dedicated team, we offer a comprehensive suite of solutions:

Webcast Subscriptions: Run your own event with our full suite of features, including audience chat, survey and polls, China CDN, enterprise-grade security, event branding and customization, and more. Our intuitive tools let you design your event every step of the way. But don’t worry, even heroes need help sometimes. Our award-winning team is always available 24/7 to ensure your success.
Professionally Managed Audio & Video Webcasts: Experience the same full suite of features for 100,000+ attendees, except with a professional team of experts who take care of every element of your event. This includes setup, presenter training, testing, design, and on-site video. This way you can focus on the delivery of your message.
Virtual & Hybrid Events & Conferences: Designed to handle 100,000+ attendees if needed, our virtual and hybrid event platforms are optimal for multi-day events that combine in-person and virtual experiences. Think investor conferences, trade shows, trainings, and more.

GlobalMeet: The Platform for Captivating Virtual Experiences

Our virtual event platform caters to a variety of scenarios, from corporate communications and investor relations to demand generation and beyond. We are committed to fostering engaging and interactive experiences for your audience.

Ready to take your virtual events to the next level? See what GlobalMeet can do for you! We’re even ready to help you with your virtual event planning. Watch a demo or contact us today and discover how we can help you create unforgettable virtual experiences that leave a lasting impression.