¿Cómo puedes preparar a tu equipo de eventos virtuales para problemas técnicos y situaciones inesperadas?

Here are some strategies to help you get ready: • Pre-Event Technical Rehearsals: Conduct thorough technical rehearsals in the virtual environment • Diverse Skill Sets: Assemble a team with diverse technical skills • Communication Protocols: Establish clear communication channels • Documentation and Checklists: Develop checklists for equipment setup • Backup Equipment: Have backup equipment • Redundant Internet Connections: Use multiple, redundant internet connections • Team Training: Train the team on the virtual event platform's features and functionalities. • Emergency Response Plan: Clearly define roles and responsibilities during emergencies • Audience Communication • Post-Event Review • External Support

In 2020, when the pandemic hit, we had to move all our events online. We didn't have any knowledge about the tools and running virtual events back then. My team and I spent DAYS learning how to pick the best platform and how to manage it. We tested all buttons, options, possibilities from many different points of views. It's important to have at least 2 team members that are fully aware of the platform features and tested it before your event. One more recommendation I can give is reaching out to the platform customer support and ask about any upcoming changes or updates - sometimes they can happen right before your event and you might need to relearn how to use the tool again... don't do it to yourself. Plan ahead!

Don't take risks on untested virtual event platforms. Hire an experienced virtual event producer that utilizes familiar software for ease of participant and attendee interaction and experience.

I always recommend testing a website or platform before launching it online. This way, even those who are not familiar with the platform can learn its various features. It's important to divide tasks among team members to ensure that everyone is clear on their responsibilities. Additionally, if team members are working from different locations or cities, it is a good idea to create a chat on another platform to quickly communicate any doubts or problems. It's never a good idea to go live if there are internal difficulties within the group. It's best to be prepared for any unforeseen events that may happen.

1. Conduct redundancy testing and develop multiple contingency plans to ensure that we have backup systems and procedures in place in case of unforeseen circumstances. 2. Be sure to have a virtual production lead on your team, someone who is well-versed in virtual programming.

Prepare for it to not be "perfect" or exactly as you envisioned. The show must go on, so what can you do to make it happen? Prepare not for every endless possibility but prepare vaguely for different types of foreseeable issues. You forsee a tech issue? Prepare an extra piece of equipment for all equipment possible and have someone on standby prepared to provide on-going support with various contingency plans. Forsee connectivity issues? Prepare a secondary or even third host.

En cualquiera de los casos , si algo falla , lo mejor es disponer de un soporte que nunca haga que pierdas tu guion , llámese copia de seguridad , Segundo dispositivo , o incluso un compañero que pueda ocupar tu puesto. Sobre todo , contemplar todos los escenarios que puedan surgir , es ya algo que hay que tener en cuenta.

For both virtual and IRL events - having a plan A through Z is crucial. It is not only important to make contingency plans, but to also train your team on them, run through possible scenarios, and make sure everyone feels confident, prepared and empowered with their pieces. ... and let's not forget, improvisation and the ability to react on your feet is a must. When things go wrong, don't let it paralyze you. People are human and making a joke about an issue can even break the ice and lighten up the *digital* room a bit. Use it to your advantage and don't be hard on yourself when it happens (because in events, if you stick around long enough, it will)

Always have multiple layers of contingency plans, going beyond just a Plan B to include Plans C and D. For instance, we ensured internet connectivity through two separate telco lines and managed backup streaming from multiple locations outside the broadcast studio. This approach aligns with the common belief in the virtual events: 'anything is possible.' However, this doesn't just refer to experiences we can create; it also encompasses preparing for every foreseeable scenario.

When it comes to dealing with technical hiccups during your virtual event, having a solid emergency communication plan is key. Make sure your team knows exactly what to do by establishing a clear and straightforward communication plan. Platforms like Slack or a dedicated communication channel can be a lifesaver. Whether it's a sudden glitch or an unexpected issue, these messaging platforms keep everyone in the loop and make coordination a breeze. Having a reliable emergency communication plan in place ensures that your team stays on the same page and can swiftly tackle any technical challenges that come their way, guaranteeing a smoother virtual event experience for everyone involved. Also, don't forget to plan comms with the attendees.

Your team is the heartbeat of your virtual event. It's not just about knowing the content but being adept at troubleshooting common technical issues. I view this as preparing the frontline team. Equip them to handle unforeseen challenges confidently. A well-prepared team is your best defense against technical hiccups.

Like some have already said, it comes down to having enough pre-production and rehearsal that your team can self-organize in a pinch to solve unexpected and ambiguous issues. Practice to run a perfect show but identify where the gaps and potential mishaps are, create your contingency plans, and then rehearse those backup plans until everyone feels comfortable and ready, even for something that wasnt thought of. Practice even when you dont have a show that day or week. Once you have that level of practice, when unexpected things happen, the ideal is the team self-organizes and handles everything swiftly.

Further to assigning roles like PM to monitor chat, I like to create a run sheet for virtual events with clear instructions. This provides each role with accurate cues for when they should be doing certain actions. For example: "12:35pm - VT to start share screen to slide 12. GT to unmute and say" here you can see". This helps troubleshoot too because if a role is absent on the day or has to step out, someone else can jump on pretty quickly. Before the call, you can go through the runsheet, marker by marker, and almost have a full dress rehearsal to make sure each role understands the notes. Again, it's useful to have the whole team on this call to hear each other's roles, in case someone needs to jump in.

The team is only as strong as the weakest link. As a leader you can’t do it all so it’s important that your knowledge and skills are replicated in your team. When an issue arises anyone should be able to jump in and handle it with ease.

Training starts with knowing what you have - do youahve an experienced team, if not where are the skill gaps? Make sure the project team includes people who are experienced, who can be pro-active and think and shoulder the responsibility. Teams who care and are intelligent can solve most issues. Pro-activity is key, you need a strong team with a range of experiences - both technical and people skills.

Post event deep dive is very important as it gives a pulse check. How many audience, which sector, what level of seniority, expertise etc are few of the insights that we can get, and these definitely help us better prepare for the next one.

Ein oder mehrere Teammitglieder sollten die rein externe Teilnehmersicht einnehmen und aus dieser Rolle direktes Feedback geben. Den Teilnehmenden sollten mehrere unterschiedliche Feedback Kanäle bereit gestellt werden, z.B. Chat im Tool, Mail und Telefon, ggf ein zusätzlicher Messengerdienst, damit sichergestellt ist, dass allen Usern geholfen werden kann.

Make sure you have your team assigned to certain duties and set expectations. You can have someone respond to comments and questions while another presents. Having dedicated tasks assigned to certain people can help make an event run smoothly.

Here, if you have a plan, most things will be covered. However, life will test your imagination, and something totally unexpected could happen. Here, the most important thing is to act naturally, and having the customer experience in mind. And because our team is focused on that, that problem will be solved. Many times, when trying to solve problems during an event, we feel the pressure and we suffer. But in reality this is our self image and ego working. Normally, the customers or attendees, are not much aware of the problem, or they don't mind that much.

La observación y opinión externa es uno de los datos más objetivos que podemos obtener , en el caso de que los asistentes del eventos desaparezcan en masa , tenemos una clara señal de que el orador o el tema del cual se habla no están funcionando, este es uno de los ejemplos …

Debrief right after the event and identify what went well, what didn't and what could we do differently or the same next time. Having instant feedback fresh can help for future events.

Aus eigener Erfahrung kann ich sagen, dass es wichtig ist, immer mindestens 2 Moderatoren sowie jemanden zur Überwachung und Auswahl der Fragen an Board zu haben. Ausgewählte Fragen können in der Veranstaltung beantwortet werden, niemals alle. Aber gerade hier ist auch die Nachbereitung wichtig! Jede Frage muss beantwortet werden! Wichtig auch hier ist, unsachgemäße Kommentare zu unterbinden.

Ask colleagues to join your session and observe. And ask them to share a constructive feedback afterwards. Remember, nobody is perfect and we all can learn more and grow from experiences. Analyze the feedback and take actions on how you can improve the experience for your audience the next time.

Rely on your team. They will be the true backbone of the event. Don’t be worried about asking for help. We all know we can’t do it alone!

Post-event analysis is your compass for navigating future virtual terrains. Conduct a comprehensive debrief, analyzing what worked seamlessly and what needs enhancement. As a product marketing expert, treat this as a post-launch analysis. Learn from the data and feedback to continually refine your virtual event strategy.

Reduce distractions. Couple of things that sometimes distract you from running a good event: -Always mute the audience during your presentation to avoid in expected sounds during the event, turn your phone to silent mode. -Make sure you are in a private and quiet space. -Close all of your unused tabs, files, apps on your screen, keep your desktop as simple as possible as they may pop up during the virtual event and make you confuse. -Every once in a while, ask if the audience is still with you, if they can see the screen that you are sharing because sometimes the connection may be lost and interrupted without you realize it. -If there’s a time limit, set up the countdown clock and moderate the event accordingly.

conduct pre-event rehearsals to troubleshoot potential problems. Establish clear communication channels, create a contingency plan, and ensure all team members are familiar with it. Provide training on troubleshooting common technical issues and designate roles for addressing specific challenges during the event. Regularly update team members on the event schedule and potential changes to keep everyone informed and adaptable.

In my experience, pre-event rehearsals are very helpful to prevent potential issues, especially when adopting a new platform. A contingency plan is essential, as well as a checklist to help the support team run online sessions smoothly and be as prepared as possible. I've found that short tutorial videos sent to attendees before the event, about the login process, navigating the platform, features, etc, are really helpful too.

Not everything can be measured in real time. Don’t be disappointed or discouraged if live attendance was less than expected. Even best laid plans can be interrupted and guests who wanted to be there were unable to make it. Ensure you can share teasers, presentations, Q&As, etc. with everyone that signed up. A large number of your target audience are likely to watch replays in their own time! I personally rewatch many webinars on my commute in the morning!

Audience Interaction Tools: Integrate tools that elevate audience engagement. Pre-Recorded Segments: Have backup pre-recorded segments to seamlessly navigate live streaming challenges. Engagement Analytics: Utilize analytics tools to gain insights into audience engagement levels. In the virtual realm, preparation is your best ally. Treat your virtual event like a product launch, and success will undoubtedly follow.