5 Steps to Host a Successful Virtual Event
Virtual events are the way of the future – connecting people to one another across the country and the world, even from the comfort of their own homes. Hosting an event, whether internally for your team or externally for your customers and prospective clients, may be a big adjustment. Donโt worry, weโre here to help you! This is an opportunity to share your message or large-scale event with people that may not be able to attend in person.
First, letโs help you understand some of the different types of virtual environments:
- Webinar:ย A seminar that typically includes 1 or more speakers with little communication from the audience, except potentially a Q&A session.
- Video Conferencing:ย A call between 2 or more people, typically a discussion format. These are usually private and require a password or access to be granted by the host.
- Virtual Town Hall:ย One or multiple speakers present ideas or share corporate communications and are available for questions from the audience.
- Live Stream:ย Live video and audio coverage of an event or performance for people to join and watch. This can be a component of the event where a live audience is still present (sometimes referred to a hybrid event), or with no audience at all.
NOW HERE ARE OUR 5 STEPS TO HOSTING A SUCCESSFUL VIRTUAL EVENT
STEP 1: DETERMINE THE WโS:ย WHO, WHAT, WHEN & WHERE
Who & What:ย Consider the goals of your virtual event, who will be involved, and to what degree.
- Who is your audience?
- How involved do you want your audience to be?
- Are there multiple speakers? Who are they?
- What are you presenting?
This will help you determine what type of virtual event youโll host, which will also set some expectations with your audience.
When:ย Think about the audience & what makes most sense for them. When will they most likely be available to join?
Where:ย Wherever your audience is! Thatโs one of the many positive benefits of virtual events. Something also important to decide: where will you be? If youโre the host, make sure youโll be in an area where other noises or backgrounds wonโt disrupt the event. Offices, boardrooms, or lobbies are all great spaces to convert into webinar or video conferencing studios. Donโt have the space to host a live stream? Sight & Sound Productions has created a professional studio in our office. Larger venues will be needed for events that have multiple people speaking at the same time or if a stage set is being used.
STEP 2: GET THE TECHNOLOGY AND SET UP YOU NEED
TOP 6 BASIC ITEMS NEEDED FOR A VIRTUAL EVENT:
- A streaming platform, such as social media, Vimeo Live, Zoom, or another streaming outlet
- High speed internet, 100% recommend using a hard line and not the wifi
- Great natural light, lighting supplied by softboxes, or stage wash
- Quality microphone and camera for audio and video
- Laptop
- Cabling
- *Switchers, a teradek, and other AV equipment might be needed for the integration of live streaming during events.
If you need to rent any of this equipment, our team is happy to help. Weโre experts on all things events, both in-person and virtually, so weโre happy to answer any questions you have about the equipment you need.
C@NNECT WITH US
Our team had a blast cheering on the @jaxshrimp last night! Huge shoutout to our Director of Operations, Elisha Jordan, for throwing out the first pitch โพ๏ธ๐ฅ
GO SHRIMP, GO! #jaxshrimp #jacksonville #team #crustaceannation
Thatโs a wrap on @infocommshow โ25 ๐ธ ๐คฉ
Staying up to date on the latest tech and trends in the event industry is what keeps our team future focused!
#infocomm2025 #infocomm #avproduction #iamproav
The @railyardjax Business Council hosted its 2nd annual Local-Motion Luncheon at @theglassfactory ๐
This yearโs event supported the councilโs efforts to hire a full-time executive director and establish an office.
Our team was proud to provide AV support to the mission of growing the Railyard District.
#railyarddistrict #communitygrowth #avsupport #luncheon #partnerships #avproduction
It takes a team and the @tcjayfund team shows up big for children with cancer๐ฉต
It was a beautiful evening seeing our community come together for the 30th Annual Celebrity Golf Classic Dinner at @tpcsawgrass.
Together, we raised over $984,000, the most in this eventโs history! Thank you for making a difference.
@sightsoundav is honored to be an event partner and see itโs growth year after year.
#bethere #tcjayfund #tpcsawgrass #jacksonville #celebritydinner
We had a ROARING good time supporting the @jacksonvillezoo ExZOOberation Riverfront Rendezvous ๐๐
This yearโs theme threw it back to the 1920s to celebrate 100 years at the Zooโs Trout River home. Complete with casino games, vintage flair, and a swinging live jazz band. We were proud to be a part of this wild celebration ๐ท๐ฒ
#jacksonville #jacksonvillezoo #roaringtwenties #exzooberation #eventpros #avproduction #casinoparty #ssav
Saddled up for a great cause ๐ค ๐ธ
Western Chic was the theme at this yearโs McGala, supporting @rmhcjacksonville and their 35 years of care, comfort, and community. We are honored to be able to support their incredible mission!
#McGala #WesternChic #RMHCJacksonville #GivingBack #EventPartner #EventProduction #AVProduction #AV
Say Cheese ๐๐ฅ
Our skilled camera operators ensure that every moment of your event is captured. When planning for an annual event, reviewing the highlights of previous years can help smooth out logistics, inspire fresh ideas, and showcase your growth over time.
Let us help tell your story!
#avproduction #avspecialist #cameraoperator #jacksonville #eventprofs #avprofs #eventproduction
We love when our clients choose to elevate their event with an LED Wall!
Crisp visuals and versatility combine to take your award gala, meeting, or presentation to the next level ๐๐ฅ
