Virtual events are a great way to make training and networking accessible to more chapter members (and potential members). People who live or work in remote locations, or who have disabilities feel connected and valued when they have an opportunity to attend a virtual event. This is why many chapters have at least one virtual event on their calendar each year.
One of the biggest challenges for virtual events is engagement and participation. “When attendees are actively involved and invested in the experience, they are more likely to absorb information, form valuable connections, and walk away with a positive impression,” says Laurent Jaccard on the 24 Virtual Event Engagement Ideas for Event Professionals article. (https://www.braindate.com/virtual-event-engagement-ideas/)
Here are several tips for a chapter to consider when planning engaging virtual events:
- Create rules of engagement. Examples of this include:
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- Use technology that is most accessible to everyone attending. (PAYO offers a low-cost Zoom license to chapter leaders.)
- Test the technology before the event.
- Use a phone line, or high-quality microphone to ensure audio clarity.
- Do not multi-task during the event.
- Use mute when not talking.
- Turn video on and be camera-ready.
- Provide live captions.
- Offer content in multiple languages
- Identify and assign roles. Roles may include:
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- Facilitator - designs the event.
- Attendance – compliance for RCHs.
- Moderator – manages Q&A and keeps time.
- Technical support – assists attendees with audio/visual issues.
- Start every event with a virtual icebreaker, relevant story, music, or other captivating entertainment.
- Compete with potential distractions by creating engaging content, such as:
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- Polls and Q&A sessions
- Breakout rooms for discussions and networking
- Gamification and virtual scavenger hunts
- Raffles and gifts
- Send notes, presentations, surveys, RCHs, etc. immediately after the event.
- Evaluate and continuously improve. Some key metrics to track are:
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- Time spent before, during, and after the event.
- Content interaction and feedback.
- Networking connections between attendees.
Offering virtual events to chapter members will connect more people to the benefits of the chapter. By incorporating these tips, your chapter will offer events that resonates with attendees and will leave a lasting impression. Stay curious to keep learning along the way, and you will be sure to facilitate engaging virtual events that reach far and wide.
Iggy Svoboda, CPP is the Region 8 Board of Advisor at PayrollOrg and Senior Solution Consultant at UKG. Iggy has served as various chapter officer positions for the San Francisco Bay Area Chapter including President, Vice President, Local Administrator, Study Group Coordinator, and Education Coordinator from 2009-2018.
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