10 Tips on How to Prepare For a Virtual Meeting in 2022

Virtual and hybrid events are growing in popularity exponentially in the UK and the world over. The world we live in today is a fast-paced and global community. With so many virtual events taking place every day, it’s imperative for event planners to make sure they are up to speed with the latest industry trends.

In this article, we provide 10 tips on preparing for a virtual meeting in 2022. By following these guidelines, you will ensure that your planning experience is as successful and stress-free as possible.

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Determine whether the event is best hosted as a virtual or hybrid event

There are many things to consider when choosing whether an event should be hosted as a virtual or hybrid event; however, one of the main factors would be understanding what type of attendee experience you want each type of event to deliver.

If the event is a general assembly and all of the attendees will be face-to-face, then it would work best as a hybrid or live event. However, if you’re looking to save costs and only have a few key speakers attending, then hosting your virtual event as such could be more suitable for your company.

Consider location requirements

One of the first things you should consider when determining whether an event should be virtual or hybrid is understanding what type of location requirements you’ll need to host your chosen events.

When choosing either a virtual or hybrid experience you’ll want to ensure each attendee has access to any necessary technology required throughout their experience. As well as this, it’s important to consider the number of locations (if there are any) that will be hosting your event.

If you have a large number of speakers attending the event, then choosing to hold each of them in separate locations could work best as it provides an easier logistical process for all involved.

Prepare AV requirements

The main challenge when hosting a virtual or hybrid event is ensuring that each attendee has access to the necessary technology required throughout their experience. To ensure this, it’s important for companies to consider what type of AV requirements they’ll need for such an event.

When choosing the AV requirements for your event, it’s important to consider what you want them to deliver. For example, when hosting a virtual or hybrid event it could be useful to think about providing live feeds into specific breakout rooms where attendees can hear discussions taking place in real-time.

Basically, at this point, you need to have that consultation with your preferred AV company to ensure that everything is in place for the event.

Factor in the time zones

One thing many event planners fail to consider is how time zones will affect their virtual or hybrid events. Ensuring that you select a location which has similar time zones to your other locations can be extremely beneficial for companies hosting such events.

For example, if you’re holding an event at 10am in London, then it would work best if all of your locations are located within close proximity of that time zone. This way, there isn’t too much confusion on the timings of each activity throughout the day.

Make sure the technology is in place

It’s important to consider what type of technology you’ll need for such an event before hosting it. This will affect all aspects of the virtual or hybrid event and should be given ample time to prepare for such an activity.

For example, if you’re planning on using a video-sharing platform like Bettercast, then providing each attendee with a username and password will enable them to access presentation content from any location. Or even better, you can request the attendees to go direct to the platform and create their own accounts.

Prepare the attendees

One of the main challenges when hosting a virtual and hybrid event is ensuring that each attendee has all of the information they need to make an informed decision on whether they’ll be attending such activities.

Before sending out invitations to any representatives, it’s important for companies to consider what information you’ll need from them in order for them to make such decisions. For example, if your company needs people who can present remotely then you should include this detail within any communications provided.

As mentioned previously, providing all relevant information prior to events will enable everyone involved to feel prepared before taking part in such activities which will increase their overall satisfaction once the activities have taken place.

Send invitations in advance

To ensure that attendees are adequately prepared for virtual or hybrid events, it’s important to send out invitations prior to the event so they have enough time to prepare.

If you send out invitations on the day of an activity, then this can be extremely disruptive and could lead to some not being able to attend due to unforeseen circumstances. This is why ensuring invites are sent at least a week in advance of the activities taking place will benefit everyone involved.

Send virtual meeting reminders

The importance of sending out virtual meeting reminders to all attendees can’t be stressed enough when it comes to hosting such activities. Sending reminders at least 24 hours before each activity will enable everyone involved to get into the right mindset ahead of time, which will increase overall satisfaction.

When conducting any activity involving multiple representatives, it’s important that companies ensure they have their full attention throughout the entire duration of the events taking place.

This means ensuring that everyone is properly prepared before attending and has all of the information they need in order for them to make an informed decision on whether they attend or not.

Consider your speaker lineup

Depending on what type of event you’re hosting, how long each presentation should last will change drastically. For example, if you’re holding a half-day event, then you’ll need to consider the length of each presentation.

If attendees are all located in one location, it’s important to consider whether they’re able to stay awake for long periods of time without needing breaks.

On the other hand, if your attendees are based across multiple locations, then this will impact their speaker lineup as well as the overall timings included within each activity. You can opt for all presentations to take place at once so that people who are located further away from specific times won’t have to worry about missing out on anything.

Conduct pre-conference checks

One of the major causes of frustration when hosting virtual and hybrid events is dealing with technical issues that arise prior to the activity taking place.

To avoid such problems, it’s important for companies to conduct pre-meeting checks on platforms like Bettercast before sending out invitations and reminders.

This can be done by sending a test link to all members of staff who will be attending the event so they can ensure their systems are compatible and nothing unexpected happens once the activities have started.

If your company is holding any type of virtual or hybrid events in 2022, then it’s important for attendees to be adequately prepared prior to the activities taking place. This all starts before sending out invitations and includes well-thought-out speaker lineups, reminding attendees about each activity and ensuring that all technical issues have been resolved in advance.

All of these things will ensure that everyone has a fantastic experience once the activities begin and will lead to increased overall satisfaction levels among those who attend.

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