How to Organise an Online Event? Step-by-Step Guide

How to Organise an Online Event?

The current situation caused by COVID-19 is a huge challenge for the economy, particularly for the MICE industry. Finding a substitute for direct human interaction and the power of contact during an in-person meeting is an equally difficult challenge.

Online is Also an Event

What can be done to ensure that the online events you plan have at least equal potential and even greater impact than those held offline? Firstly, you need to convince yourself that to create a successful event in the virtual world, we must follow exactly the same basic rules, in particular arousing interest and need, emotion, always strong "content" and organisational efficiency. Essentially any form of event can be delivered: workshops, conferences, webinars, presentations, live streams or product launches. We have the same tools at our disposal: communication, branding, substantive programme, stage design, audiovisual technologies, entertainment, art and culture, and catering can be delivered in a box to your participant's door.

The key difference is the meeting place, i.e. the platform, which you need not fear. The market is full of various technological solutions that, depending on budget, needs and purpose, will certainly meet the requirements.

Two Types of Mechanisms

Depending on the planned goal of the event, its reach or the restriction of the audience group, the degree of interactivity, participant engagement, we distinguish two types of mechanisms: online streaming and remote working platforms.

Online Streaming

Online streaming allows video material to be sent to a large number of people, but in a passive manner with regard to user interaction. Free services such as Facebook and YouTube enable us to do this, and they have their advantages and disadvantages. Facebook is very easy to use, but for regular accounts it limits quality to 720p. YouTube allows content to be viewed by an unlimited number of people and automatically adjusts video quality to the user's connection quality. However, it has a "Content ID" mechanism that quickly detects copyrighted material and interrupts the stream, which can become a significant problem when one of the speakers adds background music to their presentation from, for example, Warner Music. Paid streaming platforms such as Wowza, Dacast or Vimeo provide us with no ads, the ability to charge viewers and control over the quality and form of materials.

Remote Working Platforms

Remote working platforms such as Microsoft Teams, Google Meet, Zoom.us offer enormous possibilities for user interaction. Starting from the fact that video and audio can be shared live in both directions, we have at our disposal breakout groups and virtual rooms, Q&A sessions, chat, file attachments and screen sharing.

We can work in smaller workshop groups, where communication is full and unlimited between each participant, as well as deliver a conference for 10,000 people, where the event is managed in exactly the same way as at an on-site event. We have a moderator, speakers, a programme and an audience spread all over the world. Viewers can participate by watching and listening to a lecture or discussion panel. Zoom.us allows, via the "raise hand" button, for the moderator or host to give the floor to a participant to comment or ask a question publicly.

How to Organise an Online Event and Choose a Platform?

how to organise an online event and choose a platform

These systems can be integrated with external tools such as simultaneous interpretation by interpreters working from home or an online interpretation centre. Costs depend mainly on the number of viewers, the quality of the material sent and additional services, as with on-site events, but for example a streaming server with a broadcast for 500 people in HD quality lasting 3 hours costs around £190. The cost of renting a small on-site studio with basic support and equipment is around £570 per production day.

It is always advisable to work with specialists, but even then you should run tests with the presenters the day before the event to check the system configuration or the quality of internet connections, which will increase the safety and comfort of the whole team's work. It is worth checking whether the company you use has backup solutions in case of equipment or connection problems, and a test connection should be made 30 minutes before the start.

One must not forget the basic elements, such as a dedicated event website, which should be aesthetically consistent with the concept, contain information about the programme, speakers, partners and offer the possibility to register participants as well as collect a participation fee. On the website, you can create virtual zones for exhibitors and partners, who will receive a unique and dedicated space for their presentation. The most effective form will be video, and a networking module will allow you to arrange an online meeting with an exhibitor's representative. Remember to prepare videos or animations published before the event, such as a teaser, and materials broadcast during the event.

It is exceptionally important to properly prepare a coherent and clear presentation that will engage participants. To increase the effect of professionalism and the quality of the message, it is worth considering using a studio, where qualified technical support and a full studio facility will be available, including cameras, microphones, lighting, advanced vision mixing systems, stage design, multimedia, special effects or LED screens. Dedicated studios have solutions borrowed from the film industry that will make the experiences you design take on a surprising and innovative form.

After every event, it is good to prepare an aftermovie, which is a fundamental communication tool that preserves the emotions and content for years, making it possible to use the event at any time and for any purpose. After the project is completed, both on-site and online, it is essential to prepare a report in line with the set objectives, which should be monitored and measured so that the client or partner is always certain that their investment and commitment have brought the intended results. Also remember to provide entertainment for your guests; it can be a form of team-building activity, a simple game or a unique concert for a selected group only.

Finally, a comment from me: don't cancel, don't postpone, organise online! This will help you achieve your goals and help the meetings industry survive this difficult time. – Krzysztof Paradowski President of the Board of CMA EVENTS

Summary

Online streaming and remote working platforms are the two main mechanisms for delivering events online. The former, such as Facebook or YouTube, are free but limit interaction, while the latter – e.g. Zoom.us – offer full live communication, Q&A sessions and breakout workshop groups. It is also crucial to prepare a coherent website, engaging presentations and an aftermovie, as well as technical tests before the start. It is worth remembering that the cost of streaming for 500 people is around £190, and studio rental costs around £570 per day.

How to Organise an Online Event?