3 Keys to Lead a Virtual Events Conference


Virtual Events are taking over the Events Industry. With the recent trend of live videos, leaders are taking active participation to create a more interactive way to communicate with the audience. It enables a chance to receive enhanced feedback from far-flung teams than in audio conferences. It is time to shift the meeting to a virtual base in a geographically dispersed work ecosystem rather than in-person.

With these large scale virtual event conferences, leaders can share their ideologies and vision, address urgent issues and even celebrate wins virtually with the team members. Live video events have a spectrum of engagement wherein employees can interact in real-time with the industry veterans.

Tips for organizing a live virtual events conference

To bridge the gap between desire and execution of hosting, a large-scale video conference, focus on the following three aspects:

Preparing the content of the virtual meeting

A virtual video conference can become a daunting task to handle with numerous participants and constant interaction. As such, it becomes perilous for the leader to send a clear message.

On-screen leaders must prepare and practice smooth-talking skills and leverage similar presentation techniques so to keep the audience engaged in an in-person meeting. This includes vocal emphasis, planned pauses, use of audio and video clips, and physical gestures.

In a virtual events conference, if the leaders plan on voice narration over slide-images. The approach will become static, feel less personal, and hence becomes less engaging. So leaders must participate in chats via social channels and crowdsourcing to know about the needs of the target audience.

Having well-prepared live virtual events keeps the audience engaged in constant interaction and gaining valuable input from the audience. All critical tools of audience interaction like live pools, live comments, real-time chats, and enabling questions from the audience will lead to content generation and make the virtual conference successful.

Identifying a suitable meeting environment 

In a widely dispersed organization where people are working remotely, everyone can’t join the conference at the same time from a local office meeting room. Hence live video conferences must be accessible on various screen types and have the option to view later so that people working in different time zone can watch it once they are available.

For accommodating this range, organizations need to maximize their distribution on as many platforms as possible. The options should include mobile screens, desktops, conference room screens along with digital signboards for break rooms or common areas. Besides, it is necessary to add an audio transcript for ensuring access.

An ideal virtual conference environment will also include the digital environment of the organization’s content. Hence for an engaging, interactive session, organizations can post on-demand video content to their website or leverage the workflow applications and social media platforms.

Procuring technical solutions and virtual meeting talents

Executing a quality video conference requires leveraging the right technology and the right people. For simple video events, an on-camera leader delivers the content.

For a large video conference, a moderator is needed to manage time, balance contributions, and ensure that the feedback and questions are acknowledged. Besides, there is the off-camera team that solves problems, and provides the smooth running of the event.

On the technical aspect, organizations mostly rely on two options to capture and deliver video during the conference. They utilize meeting software that enables the participants to join the platform and engage in watching live-streamed videos.

For this, organizations can use enterprise video content management platforms. This offers live and on-demand delivery for external and internal audiences. So companies can post non-confidential videos to social media platforms. They too can collaborate with webcasting companies to reach out to the target audience.


Organizing virtual events is a challenge, but keeping the audience engaged is more challenging. As a token of appreciation, companies can offer virtual gifts through Virtual Events Printing, where participants can get customized gifts. Fringe Activities can be organized under supervision and permits, this is also one way you can physically engage your guests.

Reference Links:

  1. Virtual Events: https://www.partyinkers.com/virtual-event-printing/
  2. Virtual Event Conferences: https://www.forbes.com/sites/jonpicoult/2020/03/19/7-ways-to-make-your-online-virtual-conference-successful/#68665f422c8a
  3. Live Video Conferences: https://books.google.ae/books?id=dJtWAgAAQBAJ&pg=PA99&lpg=PA99&dq=importance+of+virtual+event+conference.gov+sites&source=bl&ots=0aHMgDL6P3&sig=ACfU3U0hC76A1gAUggFCObmtwHGKImdwhg&hl=en&sa=X&redir_esc=y#v=onepage&q=importance%20of%20virtual%20event%20conference.gov%20sites&f=false
  4. Fringe Activities: https://www.pixelroaddesigns.com/2020/06/10/interactive-fringe-activities-ideas-for-upcoming-events/

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