Introduction
The COVID-19 pandemic has given birth to an unprecedented surge in virtual events, providing a unique avenue to connect and engage with global audiences. However, virtual events present novel challenges that differ from in-person events. To ensure a seamless virtual event experience, event creators must be agile in identifying and tackling potential mishaps.
Exemplary Solutions for Tackling Virtual Event Mishaps
Drawing from interviews with experienced creators, here are four examples of virtual event mishaps and their solutions:
When Virtual Attendees Do Not Show Up
Kellie Krouse, the Registrar at UrbanGlass in Brooklyn, New York, once planned a virtual holiday-themed event to offer attendees a personalized session with an artist at UrbanGlass. Unfortunately, only one family registered for the event. Virtual experiences could not recreate the community connection and hands-on experiences offered by in-person events. However, Krouse’s team identified the root cause of the low turnout by surveying their audience and used the feedback to create successful online group classes.
Attendees Are Unable to Access the Event Link
Janie Chen, the Events Coordinator at Eastwind Books in Berkeley, California, faced issues when attendees could not access their virtual event due to a lack of consideration for their audience’s technological limitations. To resolve this issue, Chen’s team provided event information in all the right places, displayed in a simple, user-friendly way, and used multiple platforms to make their events more accessible.
Event Content Does Not Flow Smoothly
Chen and the Eastwind Books team also experienced issues when their initial format for a moderated event did not work out. To mitigate this issue, they scheduled tech rehearsals a week in advance to correct any errors and found out each presenter’s preferred way of communication in case of any issues.
Difficulty in Finding Partners or Sponsors for the Event
Harry Weil, Director of Public Programs at Greenwood Cemetery, and Evan Weiss, Founder and Organiser of The Bloody Mary Festival, found solutions to the challenge of finding sponsors or partners. They worked to better understand their community and audience and identified the kinds of partners with whom they could enter into a mutually beneficial relationship.
Best Practices for Virtual Events
When organizing virtual events, it is vital to plan ahead, assign roles for each team member, choose the right technology, and test it before the event. Communication is key, and it is crucial to keep the team informed before, during, and after the event. Quick thinking, transparency, and learning from mistakes are also important.
Conclusion
Virtual events offer an incredible opportunity to engage and connect with audiences worldwide. However, as with any new undertaking, virtual events have potential mishaps that creators must be prepared to tackle. Through meticulous planning and execution, event creators can ensure a smooth virtual event experience for their audience. Eventbrite’s ticketing platform and virtual events platform can help creators throughout the process from planning to executing the event.
