You’ve got the plan, you’ve got your venue, your invitations or media advisories are sent and you are ready for the event to begin.

By now you should have already prepared and planned out your virtual event. If not, please first read our blog titled Prepping for a great virtual event during COVID-19.

It’s true that planning and preparation is a huge part of any successful event, but how you execute and follow-up after the event can create a big impact as well.

 

FOLLOW-UP

  • Use the email addresses of registrants and attendees to send a quick follow-up after the live event with a link to an archived version of the event video. This will help the media with their reporting, the guests with video to share and could bring in more people who were unable to join live.
  • If you are working on a media event, don’t forget to send out any news releases that are supposed to go out after the end of the event.

 

EXPERIENCE

  • Create an experience that is better than a typical conference call. Have a title slide as well as introduce and welcome participants. Ensure that speakers are introduced and that their names and titles appear in the lower third of the screen when they begin speaking.
  • Clearly describe how participants can ask questions. A production team could help you with this by monitoring a live incoming feed of questions and feeding them to your panel or speakers.
  • Close by saying thank you to the speakers, guests and reporters for attending. Also include a clear call to action about where to find the archived video of the event and to tune in for any future events you may have planned.

 

WHY LIVE?

  • Pre-recorded events allow for viewing on-demand. A media member can’t attend at a specific time? That’s not an issue with this option, since they can go online and attend the event any time they choose.
  • This option removes almost all of the technical issues that could arise from doing a live event. If you microphone fails during recording, you have time to get a new one and re-record. If your microphone fails during a live event, you either new a spare on hand or you’ll have to improvise.
  • In addition, you can trim down sections or add more content if needed. This option allows you to edit and arrange the video how you choose.

Planning and executing a public relations event is a big deal and takes a lot of work, but done correctly, it can have a massive impact on your projects and your relationships with clients and executives.

Need some help with your next event or big company meeting? At 4media group, we have a production team with all the necessary experience to produce professional quality events and virtual meetings. We can offer onsite live web streaming, a fully virtual event or a hybrid of both. Contact us here.