Six Things To Know Before Using Zoom For A Virtual Conference…

1. What Does The Audience Want To Learn?

Break this out for each group of stakeholders

2. What's My Event Plan?

While learning may be the most important thing to your audience, the opportunity to interact will keep them engaged. Make lecture time shorter so you can structure these opportunities into your event.

Let your event plan determine Zoom’s settings

3. How To Handle Tricky Tech...

With live sessions, the internet connection is extremely important for host and panelists. Make sure the host and speakers have a strong, wired internet connection, if not the entire meeting will be a struggle.


4. Who's Helping?

Zoom allows the host to assign event roles. At a minimum. you’ll want to have a co-host (whose face can be hidden with the “non-video participant” setting) to handle the chat room, tech support and it may also be nice to have them use Zoom’s spotlight video feature and start and stop recording where appropriate. Practicing often and early at every stage of the process will ensure that hiccups will be uncovered and erased in time for the event.

What is nice to have and must have in terms of tech consultants...
"It depends on the particulars of your event, but having someone who knows the platform and works in it daily is worth their weight.  They will know when new updates are scheduled to roll out. How those changes will affect your event...Most importantly though, in a pinch they will know where controls are from muscle memory.
Also don't undervalue a professional that works with many clients.  You might well benefit from suggestions they make based on other companies successes and failures. "

5. Registration Form

In our view, a registration form is a must for security and marketing reasons, rather than sending or posting links willy-nilly. Keep it simple. Each question asked is going to reduce the response.  

6. What Virtual Event Platform Is The Best?

Using your own dedicated website for registration and session information might be best, especially if your audience is easily reached by email. However, building a virtual event website from scratch might take 100 hours (and marketing it even longer) whereas joining a cooperative virtual event platform like will cut the time down to hours. It also avails you to all the shared know-how gathered from a wide variety of event organizers. 

Learn More is from the publishers of - helping event planners since 1996!
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