Vol. 18, Issue 4

August. 14, 2020

We’re moving into a whole new world of virtual events. Are you feeling excited . . . or unsure? Or both? From the inquiries I’ve had about moving physical events to virtual this fall and going into 2021, I’ve realized that our meeting planners have lots of questions about how to make the move successfully.

To the rescue — We’re holding a webinar, “Ask the Expert” with virtual experience expert Jill Schiefelbein, Aug. 20 at 10 a.m., Pacific time (1 p.m., Eastern time).

Since creating her first online course in 2003, Jill has made it her mission to create unique virtual experiences that are as engaging, interactive, inspiring, and purposeful as face-to-face events – in some ways more so. She has spent years learning how to navigate in a digital landscape, how to make attendees feel just as—if not more—engaged in a virtual presentation as in a face-to-face speech.

This private, industry-specific, interactive presentation is specifically for our Speak Well Being Group clients, primarily in healthcare, but open to all. If you plan community events  — women’s conferences, cancer survivor celebrations, wellness events, women’s night out, heart health education — or are responsible for foundation fundraisers, nurses education or appreciation, or other events that once gathered people together in support of a program, this webinar is for you. 

To register, click here:

What to Consider When Selecting Your Keynote Speaker for a Virtual Event

Remember when it seemed redundant to say “live event,” or “live, in person?” The opposite meaning, of course, is dead.  And that’s exactly what you don’t want — a dead event — when you convert a live event to virtual.

You may have already attended enough talking-head webinars to know that you do not want to deliver that type of event. The good news is that you don’t have to.

Re-Think Your Planning Process 

Back in the old days (a few months ago), we sometimes recommended a conference call with a speaker before booking her. In this new virtual world, we take that further: always include your prospective speakers in the pre-planning stage.

You face a whole new set of circumstances. Think of it as a virtual audition to enable you to gauge the speaker’s effectiveness in this medium. Use the same platform you plan to use for your event, and have your speaker present five minutes of content, and you’ll have a good idea of exactly how they will come across in your meeting. 

You’ll want to discuss your expectations and get the speaker’s creative input and ideas. If you haven’t done a lot of virtual events, and your speaker has, you’ll benefit from their expertise. They will want to know what you have in mind, and how they can adapt and optimize their part in your event.

A professional speaker will ask the right procedural questions, like who will be introducing them and who they should hand off to when they’re finished. They’ll also be interested in knowing if you plan to do a dry run.

Is the Speaker Set-up for Virtual Success?

Most professional speakers are at the very least creating their own tech set-ups in their home offices or home studios. The basic elements are audio, video, lighting, and background. Of these, audio is the most important, for obvious reasons.

If you’ve been doing ZOOM calls with your family, the audio in your computer, notebook or phone may have been adequate. But a professional speaker should be set up with a professional microphone. It certainly improves the quality of the audio; but more important, it also helps project a warmer tone. Similarly, speakers who are serious about the quality of their performance will invest in a separate, detached camera, good lighting, and possibly a monitor. 

When you do your five-minute audition, you can assess how they come across on camera, where they are positioned on the screen, as well as their audio level and clarity. You can see how effective they are as a speaker — look for levels of passion, enthusiasm, sincerity, and warmth.

Some speakers have set up, or at least have access to, a large studio or stage for creating an experience that can feel more like an on-stage event. Their keynote in that case is often pre-recorded. Interestingly, in this type of program, we can often make things happen virtually that could never happen live on stage. But be aware that this kind of program may require extra personnel and expense.  

On the other hand, beware of “flashiness.” It can be more of a distraction than an asset. Some speakers are moving all around their limited space on screen in an effort to create energy. In reality, the audience members are all likely sitting, and the movement can create an extra barrier to connection. (The screen itself is the first barrier).

As the client, you usually select the platform — whether it’s ZOOM, GoToMeeting, WebX, or some other platform. You’ll want to be sure the speaker is familiar with the one you’ll use, and that it has the features they expect. 

Any professional speaker who plans to continue working will have made a minimal investment in the tools of the virtual trade and will also have learned all she can about how to adapt presentation skills and her program content to the virtual stage.

It’s About More Than the Tech Set-Up

There’s a whole lot more to creating a successful virtual event, though, than the tech set-up.  Again, re-think your event from the ground up and design it with the audience in mind.

In general, shorter is better. Rather than an hour-long keynote  — with the presenter doing all of the talking — think in terms of maybe half an hour of talking, and half an hour of Q & A. It’s usually important in the virtual setting that your audience members feel included, that they’re participating as they would at a live event. 

If your program will include a 20-minute message from the CEO, it might come across better as a Q &A, with a moderator kicking it off with a prepared question, opening it for questions from the audience and the moderator wrapping it up with a final prepared question. This format gives it a live, human element, something that we are all craving when we’ve been so detached physically.

In fact, you might consider the Q & A format over a straight talk.  Another option is to have a pre-recorded talk and then bring the speaker on live for Q & A.

In a live virtual event, decide in conversation with your speaker whether or not your speaker will use features like polling, the chat room, or breakouts to engage the audience.  Are they experienced with the technology, and do they know how to use it effectively?

Will they be using slides?  In virtual events, less is usually better.  Fewer slides, less copy on each slide.  Graphic slides are the most effective.

What Are Speakers Charging for Virtual Programs?

Obviously there will be no travel costs. Speakers are telling me that they are finding it harder to deliver virtually.  Just as meeting planners are finding, there are many unexpected things to consider.  Depending on the virtual platform and format of the event, it can require more preparation, rehearsal, personnel, etc. than the live version. Speakers are finding they may need to re-do their slides totally to adapt to the virtual format.

They will want to confer with you about your audience, possible polling questions, and ways to engage with your audience. They might have to figure out if breakout rooms are appropriate and how to navigate interaction with your audience.

The speaker may have to pay for a videographer, moderator, or other technical assistance. On the other hand, there are benefits to the speaker in not having to invest in the travel time, and being able to work from home.

Just as there are different levels of everything, there are different levels of virtual experiences. It’s more important than ever to be clear about expectations, and take the time to figure out and negotiate exactly what “IT” is.  As I suggested, re-think everything.

Please know that between myself and my speakers, we are happy to share our experiences and to be your planning partners for the entire event. We are also happy to do some video promo spots for you to use on your website and in social media. These can be effective ways to increase attendance and engagement. 

Asking quality questions (and answering them) as you design your event, with clear communication and collaboration will create the path to ensuring a successful event.

ASK THE EXPERT,  Aug. 20

Let’s Get Together — And Share

Jill is a fountain of information. She’ll answer questions you didn’t even know you needed to ask. You’ll be in the company of other meeting planners who sponsor events like yours. Bring your questions and an open mind.

Can’t make it? No problem. Sign up and we’ll send the replay link to those who pre-register and can’t attend.  Click here to register.

If you’ve felt like a deer in the headlights since early March, this session will boost your confidence about virtual events and put you in the driver’s seat. We truly hope you can make it.

Until next time, take care of yourself for your well being, and those you love, and WEAR A MASK.

Yours truly,

Barbara

For Your Well Being is published with the intention of bringing you insider speaker reports, exclusive stories about special events around the country, meeting planner tips, and fun stuff from the worlds of health and well being. Be well and be in the know!

The Speak Well Being Group is a specialized speakers bureau, focusing on speakers for hospital-sponsored community events, healthcare organizations, nurses, conferences and women’s groups. Our speakers are hand-selected. They are not only experts in their fields, they connect with their audiences while bringing them life-changing information, smiles of recognition and ultimately a sense of well being and hope.

Finding the perfect keynote speaker for your special event or conference is my personal passion, not just once, but year after year. It brings me great joy to know that your audience was delighted and moved by the speaker we selected together. I’m committed to making the process easy, pleasant and fun.