Virtual events: What’s the future got in store?

In just under three months’ time, we will see the one-year anniversary of the first COVID-19 lockdown in the UK.

It has been a challenging year for all but many will enter the new year more hopeful, as the COVID-19 vaccine continues to be rolled out.

The coronavirus pandemic has forced businesses across the globe to think outside of the box and embrace change. And from that, some silver linings have emerged.

Changing services, diversifying product offerings, adapting operating models, or embracing digital and new technologies have probably been on the agenda for many businesses for a long time. But in a matter of weeks, the pandemic forced many of us to implement huge changes that could have taken months, or even years, to take place under normal circumstances.

Here at Freshwater, we seized the initiative and quickly took our events and conferences exclusively online.

Wales Climate Week 2020

We used a virtual platform to host Wales Climate Week from 2-6 November 2020 which included a programme organised by day, speaker profiles, useful resources and an on-demand area for users that missed the event to watch later.

The live event included a chat bar for delegate Q&As and a separate stream for simultaneous translation from Welsh to English.

We received 2,490 registrations and, over five days, nearly one hundred speakers contributed, starting with the First Minister of Wales. There were also 19 fringe events advertised via the platform and #WalesClimateWeek was trending at number one on Twitter in Wales.

We delivered many other virtual events in 2020 including The Annual Conference for Rail Forum Midlands, BT’s DT20 business event, The Royal Berkshire NHS Foundation Trust Virtual Staff Awards and several conferences in the transport and infrastructure sectors.

Virtual events in action

So, how exactly do virtual events work?

Our team has been using virtual event software, Eventscase.

Internal meetings, press conferences or technical conferences can all be held in one place, making the event planning process easier from start to finish.

Using this platform gives the event longevity – providing much more than just the live event itself. Once users have registered, they have access to the programme and speaker profiles but also have an opportunity to network before, during and after the event. Our networking facility lets registered delegates text or video chat with other registered delegates; this, in itself, increases the dwell time of delegates on the platform.

We have started to include client resources on a dedicated page which include added-value assets such as project videos and helpful resources. We also host all sessions post-event in an on-demand area.

The typical run-up to a virtual conference would include the marketing phase, programme development, delegate communication and speaker management where we arrange a number of technical ‘drop- in’ sessions with speakers and hosts ahead of the live event. Our last phase of work includes reporting on the number of attendees, peak views, poll results and Q&As from all sessions.

There are many benefits to working virtually – not only does an online conference offer participation to more people and widen the audience able to attend, but it’s also a more climate-responsible approach. As previously discussed by our Chief Executive, Angharad Neagle, the pandemic has had some positive effects on the environment across the world. Less travel means less pollution and keeping events online helps contribute to a healthier planet.

Is virtual here to stay?

While some hope to see the return of face-to-face engagements in 2021, many people will still be anxious about meeting in person.

When physical events return to the fore, it’s unlikely they will be exactly as they once were – organisers will have to consider spacing out furniture, providing digital handouts rather than paper ones and monitoring the space to ensure attendees remain socially distant.

That’s why, we’re probably looking to a future of hybrid events, where the best of both worlds is combined. Ultimately this means using technology to the extent that both physical and virtual audiences can view the event at the same time and at the same quality level.

This could mean inviting a small number of attendees to the venue but having no limit on the number of people joining the event virtually.

One of the key benefits of offering both physical and virtual interactions is that you are providing accessible and alternative ways of engagement to suit all, therefore widening your reach and becoming available to a whole new market.

Going global couldn’t be easier – with online events and conferences, travel expenses are no longer a worry and instead, delegates can attend your event at the click of a button.

Ofcom research reveals that 81% of adults in the UK use a smartphone, meaning your attendees really can access your online event at their fingertips.

Perhaps this is the change the industry needed. If anything, it’s proved that the doubts surrounding online conferencing and events are invalid.

If you are interested in talking to us about a virtual event, get in touch.