Managing your Meetings and Events Seamlessly
In the world of strategic meetings, conferences and event management, COVID-19 has changed the face of events with industry leaders connecting and seeking information on how to manage this reality with solutions that ensure business meetings continue. It is important to acknowledge this shift within the industry by asking what is the way forward and how can we address the challenges that might accompany this new approach? Virtual meetings and conferences are already leading the way, and the MICE Industry is expected to pivot towards this online environment even as we are hoping for a slow turn back to physical meetings. It is pertinent to note that virtual technology has come to stay and the adoption of these virtual tools in the industry is with no doubt, a necessity. Presently, the perceived challenges in holding a virtual meeting/conference include;
- Attendees engagement.
- Technology/virtual platform.
- Knowledge gap for internal teams.
- Content and messaging strategy.
- Screen fatigue and distractions.
However, these factors can be mitigated with a well thought out approach designed to ensure virtual meetings deliver the same objective as physical meetings. Here are key strategies to consider for the next virtual strategic meetings/conferences.
Pre-production Planning and Strategy
Planning is the success of a virtual meeting. Putting into consideration attendees engagement, creating shared experiences to ensure consistent communication, entertainment to recreate the feel of physical meetings. Similarly, taking cognizance of possible time zone differences, unexpected emergencies, technology limitations, among other factors should be spelt out.
However, Collaboration and flexibility are essential for collective success in an organization’s strategic meetings and conferences. Adequate vendor sourcing cannot be overlooked as discussions around these stages virtual meetings require experienced vendors to deploy innovative approaches. Speak to one of our client success representatives to get started today. Budget management should also be keenly studied at this stage. It is important to channel funds to factors that yield success.
Production strategy.
More now than ever, a systematic virtual production setting is essential for a successful meeting. The following factors should be considered in the production stage; hub location sourcing (Virtual studios), proper venue arrangement/decoration to keep the attendee fixed in the meeting always, a presentation approach that ensures the same representation regardless of the speaker’s location and a seamless transfer system, proper sound system and delivery, reliable technology and a back-up system (internet facility, live broadcasting technology etc), attendee engagement plans and content. It is vital to note that proper production and planning will create experiences just as a physical meeting and arrive at the same success.
Remember, behind the screen fatigue and distractions from surroundings are harsh realities that will hinder your meeting goals. Therefore, prioritize dynamic content as the key to keeping the audience going. Optimize contents so it resonates between interactive elements and discussions, integrating polls, questions and answers, team bonding activities/games. Also, if possible, book talent performances, as these are critical in strengthening attention span and attendee’s experience. The ultimate goal is to keep engagement high and screen fatigue low.
Post-production strategy
After a virtual meeting, what next? Just like a physical meeting that involves distributing the printed copy of the program, softcopy of materials are sent to attendees. Also, the recorded meetings can be properly produced and sent to attendees and saved in the organization’s archive for reference.
Want to manage your events seamlessly? Talk to us, let us help you achieve success in your next event
