How to Set Up an Online Conference

MD Sahan
MD Sahan

It takes effort and expertise to set up an engaging video conference. If you plan to organize a virtual meeting or a conference, there are several things you need to consider and prepare for. The size of your audience and the nature of the conference are among the first things. You should also be well-versed with the technical aspects of setting up the event.

A high-quality virtual service platform can minimize the hassle involved in organizing the event to a significant extent. This is why it is vital to choose a user-friendly virtual conference software that comes with AI-powered features.

Once you have narrowed down your choice, it’s recommended you hold mock conferences on the platform to identify any technical challenges or glitches you may face before the day of the actual conference. Here are other crucial steps that must be taken care of when organizing a virtual conference.

Finalize Your Topic, Speakers, and Platform

These are the first things you must finalize before setting up the event. The success of your virtual event will depend mainly on how well coordinated it is. Decide the topic well in advance and give your speakers plenty of time to prepare.

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Also, decide the order in which the speakers must take turns to speak. If you plan to hold interactive sessions, Q&A sessions, or post-event surveys, plan and allow sufficient time for these slots. Also, provide some room and flexibility for deviations and digressions.

If you are conducting a sponsored event, decide who your sponsors are. The next step is to choose a platform that comes with valuable features. The platform should offer plenty of control over organizing the event and also facilitate high-quality audio and video streaming along with real-time image, message, and video sharing features.

Build or Customize Your Event Setting

With advanced virtual conference software, you can customize every detail of the event just the way you like. You can set up virtual booths or other virtual rooms for your speakers and audience. This way, your virtual event will seem less virtual and more accurate.

Conference or meeting online, business strategy, office workers and screen vector. Men at table, boss and employees or coworkers with laptops. Teamwork and cooperation presentation illustration

When customizing or setting up booths, you must consider the theme and desired feel for the event.

Check Out the Backend Experience

The backend experience in a virtual event is as significant as the backstage experience in an actual conference or event. Choose a video streaming platform that offers a smooth backend experience. This feature is especially essential if you plan to run a big event.

Features like action-based video boards and AI-powered networking features can improve the quality of the backend experience and the event itself. The advanced virtual conferencing platform usually comes with unique features like chat rooms, photobooths, polling sections and more.

Measure Your Success

You can track and monitor your conference’s success based on how smooth the event was, the responsiveness of your audience, and the number of attendees who stayed till the end of the event.

Choose a video conferencing platform that offers up to 99.99% uptime so your event can run anytime without any disruptions. Check out the themes, opening, closing experience, and live speaker interaction quality of the platform you plan to use.

Wrapping Up

The setup methods and steps involved in a virtual event will depend mainly on the platform you use. Once you finalize the platform or service provider, read their event setup guides and browse through other resources they offer to plan your conference successfully.

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