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How To Host a Virtual Event


Virtual events are all the rage in the post-pandemic life, or should we say the new pandemic life? The popularity of virtual events was taking shape prior to the pandemic because of the growing digitized landscape in many industries, but never before have we seen virtual gatherings become a norm. Having access to prospective clients, consumers, and supporters, no matter geographical distance has opened up the world to more individuals and businesses adopting virtual events to engage and educate the masses. 

To stay at the forefront of this new trend while also differentiating your brand from the rest can be a difficult feat. Just know, being prepared to tackle the tech issues that may come is especially important. With attendees across the globe being able to be invited to your virtual event, internet connection and device issues can arise.  Either way, as long as you make every intention to be prepared you can offer a great experience. The fact is, virtual events are captivating more audiences, creating more buzz in all industries, and causing a ruckus, so when hosting your own virtual event, consider simplicity.  

Virtual events as the name suggests are not only hosted and enjoyed remotely over the internet, they are becoming experiences created in both live and recorded settings. Learn more about the varying types of virtual events by reading on. 

Types of Virtual Events

  1. Virtual Conferences

Online conferences have become very popular for small startups and large corporations. Companies are able to offer an increase in accessibility to exceptional keynote speakers while also catering to an audience that would not be reached otherwise. Not to mention, virtual conferences have cut down both time and cost constraints that otherwise offline conferences would incur.  This means companies either save those dollars or allocate those funds elsewhere within the event experience. 

  1. Workshops

Collaborative tools available in event hosting platforms have helped many companies organize effective workshops where the participants can engage and learn from one another through live chat rooms. Workshops have more freedom than other forms of virtual events because topics can range from just about anything. From baking to music, to marketing, to video making, there are workshops accessible to so many about practically any topic. Don’t believe us? Google ‘virtual workshops’ and see what you find!

  1. Webinars

Webinars occur in real-time, often in a presentation format. Typically, there are online sign-ups beforehand, and reminders are sent to participants with the webinar link right before the virtual event begins. These events are normally knowledge-based and usually include a Q&A session at the end of the event to increase engagement. Many companies use webinars to promote their product, increase their leads, and encourage participants to learn more about their service. 

  1. Virtual Exhibitions

Universities, company job fairs, or networking events are all great for generating leads and assessing prospects. Online Exhibitions allow for this assessment to happen easily. Unlike being at an onsite event, attending virtual exhibitions would mean simply visiting online booths by clicking on a ‘room’ from the comfort of your home and using that ‘room’ as a networking source to connect to others with similar interests or needs. 

  1. Virtual Training Events 

Yoga sessions, boxing lessons, aerobic workouts, and so on it goes, can all be activities hosted online and consumed by many. There has been a huge upsurge of such events in the recent past as gyms are unable to operate regularly due to the pandemic, and fitness instructors have used their own networks to build rapport with even more prospective clients. As we are all now aware, being prepared and resourceful is essential to growing your business; virtual training events assist in this department. 

We have all got to admit, the way we work is permanently changing. In times of change, and in times of wanting to continue to reach prospective clients, customers, or brand supporters, virtual events seem to be a practice that will be around for some time to come.

10 Tips on How To Host Virtual Events Successfully

1. The Right Timing Is Everything

Virtual events provide hosts the freedom to invite and interact with individuals from all over the world. Hence, choosing an appropriate time frame to host the event becomes important. Using time zone converters, and being aware of holidays in the targeted regions are all important practices a host needs to maximize the number of attendees to any virtual event.

2. Brief Your Audience

Many virtual events have an open window for arrival – people can join in at any time. In such scenarios, a timely briefing is required by the moderator to catch up with all the participants on the happenings of the event and instruct individuals on what to expect, how to use the platform, and how to engage with other participants. This practice allows the event to be a useful experience, to have a flow, and allows the host to have control. 

3. Concise and Clear Agendas

Clear agendas can include any combination of the following pending your specific event: speaker time frames, breaks, networking opportunities, entertainment, and Q&A sessions. The point is, you should plan the event out and develop clear goals. Make sure to set enough wiggle room for any issues or delays and always prep your speakers and share your agenda with participants, so everyone has an understanding of event flow. 

4. Set The Event Apart From Others

To make your virtual event as engaging as possible, try to use ways in which your event may stand out from the rest. Many people are hosting online events but few end up being memorable. The format, engagement, unique selling point, speakers, and value the event provides all can be reasons as to why events are successful. For example, some event organizers use live music, DJs, or interactive activities to engage the audience. Include what makes the most sense for your brand and will be easy to manage for your team.

5. Appropriate Platform Choice

Depending on the event type, use a platform that supports your needs. For instance, attributes like a whiteboard (you could even consider a virtual whiteboard), and annotation may be required for events that need collaborative effort such as a workshop. The organizers need to access the type of events they are hosting and promptly use a platform to support it. Keynote speeches and workshops work well with Zoom while university fairs or career fairs may require platforms like Vfair that are specially designed to hold exhibitions. 

6. Practice Consistent Branding 

Businesses use online events to launch products, garner interest, or cement their standing in the industry. Hence, branding efforts should not be overlooked when events are virtual. For instance, using correct banners for online booths with appropriate branding colors and providing brand consistent material to participants to survey later all matter, and create a form of remembrance.

7. Use Video

Video is one of the best and simplest ways to engage your audience. You can include motion graphics videos to explain a product, brand, or service, or you could create a compilation video to appeal to the mood of your audience. You can even use remote shoots with recording software to be edited and broadcast during the event. If you would like a more captivating opening or graphics set for the event to intrigue your audience, a video production team could help create these animated features as well. Just remember high-quality video can take the reins of an event and create a great, and memorable experience. 

8. Event Marketing

Engage in pre-event marketing. People obviously need to be aware that your event is happening. Understanding your target audience is key when it comes to marketing. For example, social media marketing is effective in targeting the millennial workforce, while email marketing could be more effective to target an older demographic. The modes of marketing depend on the type of event and your target demographic so ensure you note this as you plan your next virtual event. 

9. Set a Contingency plan

The Internet is a wonderful, but at times, an unreliable place. Connection or platform disruptions are all valid issues one can face when hosting virtual events. Take the time to have run-throughs prior to your event. Consider having IT people on demand if a tech issue should occur, and plan accordingly with set troubleshooting techniques and contingency plans. 

10. Engage The Audience

With short attention spans, online events can surely cause people to get distracted easily. A virtual event host should find ways to engage an audience creatively and simply. This could be done through group activities, asking leading questions, and allotting time for networking. Choosing the correct platform also opens avenues for collaboration and engagement.  Platforms like Clubhouse, for example, can garner a lot of participation due to their format. Also, ensure your event length is just enough to get your point across and not too long where you lose the audience’s attention. 

11. Document Your Progress

Send out questionnaires post events to participants to understand what worked or what didn’t. Feedback should always be welcomed. The hope to improve in the future is all about learning audience likes and dislikes.


As the world gets adjusted to the new ways of working, proper virtual events practices can help individuals and businesses to brand themselves and be a part of a bigger audience. From conception to delivery, we love this stuff and we are all about helping you with the virtual event video production process. We do it all – motion design, remote video capture, editing, voice-over recording, and more! To learn more about Bottle Rocket Media and what we can do for your virtual event video production, connect with us so we can create something impactful together.

Bottle Rocket Media Helps With Virtual Event Video Production Services

Life has certainly changed in 2020, no denying this fact! Due to COVID-19 and the implementation of safety precautions, virtual events have become the new wave of entertainment, information, and marketing. No matter your readiness to embark on the virtual event train or not, it is heading in your direction, and you mustn’t be like a deer in headlights when it comes!

We get asked all the time by our clients and now even strangers, how do I produce a good virtual event AND can you help? Sure we can! Considering we have all had to adjust to such unpredictable times we are eager to assist in lessening your worries!

Read on for some points as we cover what a virtual event is, things to consider as you decide to plan a virtual event, and how to create great video content for your virtual event!

What Is A Virtual Event?

A virtual event is a scheduled time in which attendees come together to share an experience, but are not in the same physical space. It is an online occasion where individuals have access to the same information, typically in a live setting with pre-recorded content, where many elements come together to create the whole event – content, conversation, and or entertainment. 

As I’m sure you have noticed, virtual events are increasingly on the rise, and getting better by the day, not just because of COVID, but because the guidelines of attendee capacity is no longer a real issue and a virtual event can encompass just as many or as few components as you would like in comparison to an in-person event. Check out some of the best virtual events of 2020.

Let’s consider what made them “the best.”.

1. Entertainment – There is no reason to lose the entertainment aspect while having a virtual event.  Although the party may not be on a dance floor you can still have a band playing. You can still have a DJ. You can still have a magician. You can still create an entertaining and engaging experience, and you can do it with pre-recorded or live video footage. Virtual events benefit even more from the excitement and distraction of entertainment, as these days attendees often have to stare at a screen regularly to do their job (there is no shortage of video chats these days).  Something entertaining and “out of the box” will encourage your attendees to really pay attention.

2. Information – Like an onsite event, no matter the industry, it is typical to have some type of information delivered. Think about it, pretty much every option that is available to you for an in-person event is available for a virtual event. You can still have featured speakers. You can still have an explainer video. You can still have focused and compelling messaging, but now my virtual event production friends, this content is best delivered through video footage. So get to creating it!

3. Activity for engagement – It’s obvious there will be no in-person conversations taking place, but there is a great opportunity to utilize the communication tools video platforms (Zoom, Microsoft Teams, Google Meets, and many others) have initiated. You can text chat. You can create breakout rooms with activities or a planned Q&A. You can even allow polls so attendees can engage easily in real-time and provide data to you to use post-event. These alternative opportunities are fun to play with and are geared towards providing a memorable experience that is ideal for you and your audience!

What Are The Hiccups To Anticipate In Planning a Virtual Event?

Preparation is everything to help in lessening your stress while also ensuring you are able to enjoy the fruits of your labor. 

Make sure to consider the following as you plan for your virtual event.

For starters – schedule a few tech runs prior to the event date so if needed, you can make the necessary changes to create a more streamlined event. 

Ask yourself 3 Questions Before Producing A Virtual Event Video.

Video Content – just like with an in-person event, make sure to have a realistic outline, script, and plan of attack for the messaging to be shared in a visually appealing way. Video is the best way to limit “talking heads” where boredom can easily strike your attendees and the likelihood of them running away (clicking exit)from your event could ensue. Tackle the video content with finesse. Make the footage short and plant video content at different times throughout the event. 

Bottler Rocket Media (BRM) Tip: Connect with a video production company to produce the content, help to set up a remote video production team, and can even help with breaking down your desired message in the best way possible. 

Sound and video quality – We all can agree, sound and video quality is of great importance when hosting a live virtual event experience. Yes, things could easily fall through the cracks and mistakes can occur, but your audience has to be able to see and hear you clearly!. We have all witnessed an individual with less than quality internet being interviewed on camera and they are breaking up or their image looks super pixelated. Test that ahead of time. Hire professionals to help and eliminate some of that issue with having more pre-recorded high-quality video content. 

Virtual event experiences are here to stay indefinitely, but we are here to help you release your stress balls, get you excited and well-purposed to deliver great messaging and fun content as you host your virtual event experience. 

From conception to delivery, we love this stuff and we are all about helping you with the virtual event video production process you are ready to embark on. We do it all – motion design, remote video capture, editing, voice-over recording, and more! To learn more about Bottle Rocket Media and what we can do for your virtual event video, give us more info on what you are thinking here. 

Tips For Making A Promotional Video For Nonprofits

People matter. Missions matter, and connecting the dots in a way that makes an impact is what matters most to your audience. Developing content that promotes your cause, your programs and your organization as a whole is imperative to getting the volunteers, the donors, and the overall community support you need. As a nonprofit organization, sometimes content seems like a task too time-consuming to tackle, or maybe you have no idea what would make the most sense for your audience, or the audience you are wanting to attain.

Either way, content should always be a focus of yours, especially video. With the young demographic focused on timely digital content, and the older generation likely to follow – kicking and screaming, you definitely do not want to fall to the wayside and miss the mark in the content world.

Do you need to know where to start? Are you wondering how to master messaging, especially during a pandemic? If you are considering creating video content for your nonprofit, it is essential to ponder the following points.

Define The Purpose Of Your Video

Determine the reason for creating this video. Are you looking to increase awareness? Do you want to engage potential volunteers? Is it important to inform and educate your audience to generate more prospective donors? Having a real handle and understanding of the purpose of your video will create clear lines for what is to come next. 

What Is Your Message & The Best Way To Make An Impact?

Sure, you have a mission statement, and you want to share it with more than just your constituents. So how do you increase your reach? How do you display your mission and message in a meaningful and unforgettable way? Start with your purpose and consider the varying methods of delivery in video form.

3 Questions To Ask Before Producing A Virtual Event Video

 

Connect To Your Current And New Audience

It’s always a challenge to maintain the attention of both your current audience and your new audience you are attempting to reach. As you contemplate on the best method to do so, deliberate with your team on combining multiple means and video production methods to attract a new audience. Ensure you select an option that you know your current audience will enjoy and appreciate. You don’t want to lose your loyal supporters. 

Make Multiple Video Clips

Keep in mind, creating different video lengths and clips for different purposes will help in how you promote your content. Shorter versions can go on social media, while longer versions can be accessed via YouTube or even through email campaigns or whatever platform you choose, and whatever length you decide on, make sure your content is intriguing enough and will capture the attention of potential donors and volunteers!

Find Your Video Production Company

There are tons of choices available when it comes to video production companies. It is important to consider the important factors of price, experience, and capabilities, but it is more important to focus on connecting with a company and team that will be just as passionate as you about your mission, purpose, and goals for your video. So do your research. Use Google, get referrals, and check out reviews. All in all, you definitely want to trust the team you decide on. 

Unique content. Clear communications. Creative ideas. Authentic storytelling.

If you have a video question and are looking to create a video to showcase your nonprofit organization we would love to chat with you about everything from telling a great story to the latest drone technology. From conception to delivery, we love this stuff and can talk about it all day long. To learn more about Bottle Rocket Media and what we can do for your organization, connect with us here.

 

 

3 Questions To Ask Before Producing A Virtual Event Video

The demand for video continues to grow. Change in the tech world is occurring more rapidly than ever before and the goal for any business should be to stay ahead of the curve or at least ride with the trends, not against them. Virtual events are becoming the standard these days, and if we are all honest with ourselves, they will not be going away anytime soon. 

We’ve all seen events rescheduled, only to be postponed, and transitioned into a virtual event! Are you in the same boat? Maybe you had an in-person event planned, now, you are stuck with trying to reschedule and replicate your initial vision into a virtual event experience. Or maybe you have been considering hosting a virtual event for your brand and company, and you simply do not know where to start.

We get it. This blog will help to guide you in the right direction.  

For starters, we suggest taking some time to review 3 questions to ask before producing a virtual event video below!

1. What Content Should You Share In A Virtual Event?

Here’s the good news.  Compared to an in-person event, virtual events rarely have a limit on attendance and exposure, because location and capacity are no longer an issue, and this is a major plus. The reality is though, this means you should be even more cognizant of the type of content you select to include. 

Bottle Rocket Media and Virtual Event Production Blog

Releasing just any type of content isn’t going to get you the results you want, so you have to be aware of what your audience’s needs and wants are and how you can meet them where they are in a way that is captivating.

In determining your content selection, make sure to understand that virtual events have to be even more clear and concise. The goal is to maintain the attention span of your audience long enough to get your point across. Remember, this isn’t like an in-person event where if one of your audience members walks out unsatisfied they will be noticed,  potentially embarrassed, or worse causing a flow of others to do the same. 

With virtual events, people can be in, then out without hesitation. With interesting content, you will prevent people from choosing to exit – virtually!. Not to mention, the more you keep your audience engaged in your virtual event experience, the more likely they are to share and discuss post-event, and this, my friends is what creates an increase in business!

2. What Format Will Be Best To Deliver Your Brand Message?

The real excitement around virtual events is discovering the various ways to get your point across and making a decision on the most fitting format to best deliver your brand message. I bet you are wondering, well what do you mean by format? It may be surprising, but practically everything that can occur in person (minus the in-person camaraderie – duh!) can be done through a virtual event experience. 

The tools, the means, and formats available almost seem endless! Think workshops, masterclasses, entertainment filled with DJs, or live music. Or break out of what may be your norm and implement an explainer video with motion graphics and voiceovers. Get your audience engaged by making connections via chat if you decide to use Zoom or a similar platform. The intent here should be to get a handle on what will make the most sense for your brand. 

Lastly, ask yourself the following and final question!

3. Are You Ready?

This is the most important question to ask yourself during the virtual event production experience decision-making. Are you ready?! Are you prepared to embark on a new journey that may be unknown territory for you? It may be a major transition, a challenge to tackle, but are you ready to step out and create content alongside the right partners that will steer you in the right direction? The content creation process should be exciting and fun, and creating compelling content that can be shared post your virtual event experience should get you even more excited. 

Bottle Rocket Media and Virtual Event Production Blog

This is the time to connect with the video production experts that not only have the experience in the world of video but in producing events through video too! 

Connect with a video production team that will:

If you have a virtual event video production question and are looking to create a virtual event that cuts through the clutter and makes an impact, connect with us. 

From conception to delivery, we love this stuff and can talk about it all day long. To learn more about Bottle Rocket Media and what we can do for your brand, give us more info on what you are thinking here. 

 

Why You Need a Videographer At Your Next Event

Videographers turn the special moments at your event into valuable promo content that will last a lifetime

Having a videographer record your company’s events means you’ll be able to commemorate that occasion—and leave with a wealth of future marketing material. A video producer will capture the special, fleeting moments of magic at your events, whether they’re charity fundraisers, store openings, press conferences, galas or more. Those videos can be shared online for an immediate connection with your audience, and then revisited in the future to show off what your brand can do.


A One-Day Event, A Lifetime of Material

Don’t think of a video as a one-off medium: A single video that’s crafted well can be shared again and again online, making it a formidable marketing investment. This 360-degree video of the 7-Eleven City Slam we made for Intersport is just as entertaining and shareable now, and it’s still being viewed and bringing new fans to the brand long after the party is over. When you’re planning to shoot any single video, think about how you can use it in the long term. Working with the same video team at multiple events will build a library of footage that can help you tell your story.


Today’s Event Supports Tomorrow’s

Shooting video at your current event means you’ll have footage to promote the next one. If there’s something you host annually or frequently, having a backlog of material from the actual shindig will always be better than stock photos or video. You can show your audience exactly what to expect from this year’s party—and exactly how much fun they’ll miss out on if they’re on the fence about participating.

Having Video Gives You Options

Videographers can do much more than document the happenings at your events. We always make a point to talk to our clients beforehand how to maximize our time while we’re there. When you’re surrounded by clients, it’s a great chance to record testimonials that you can feature in a future ad, or sit down with key staff members for an interview that’s been hard to schedule. An experienced videographer will also identify and capture special moments on the fly. That means if something exciting happens—like a big donation at a charity event or a surprise marriage proposal—you can rest assured that it will be captured as a shareable marketing moment for your team.

If you have a company event coming up, booking a film team should be on your to-do list. Contact Bottle Rocket Media to learn how we can turn your special occasion into a wealth of marketing opportunities.