While it is essential to adapt to the COVID-19 era, it is more important to prepare for a world where the pandemic ended. Virtual events are here to stay and will be an indefinite way to organize an event.

 Here are the reasons why virtual events are here to stay:

Recently we have conducted virtual events for other companies overseas. As virtual events have no geographical limits for hosting them, it opens a new avenue for revenues. At the end of the COVID-19 pandemic, we can continue to host events for clients outside of our physical reach, especially companies with employees all over the world.

Of course, you must ensure that internet connectivity must be stable for both sides. Can you imagine having breakdowns and ruining your events with delays and issues? For overseas events, the chances of having your connection severed are greater than local ones. That’s why an application with the most advanced connectivity technology is essential for conducting overseas events.

Previously, we had an article detailing the advantage and disadvantages of hosting digital and physical events. One of the benefits of hosting digital events is it allows participants to enroll in the event anywhere.

When COVID-19 comes to an end, some clients would still stick to hosting digital events. These clients have different offices around the country. Hence, it is a priority to ensure that employees and personnel are present at the event.

It does not necessarily have to be from different parts of the country. You could even have it within the building itself if your employees can not travel up and down the floors. That way, work productivity won’t be severely affected.

Due to the ability to record and playback virtual events, they are ideal for doing events for educational purposes. It allows participants to look back at whatever they learned and reabsorb the knowledge. Post-COVID-19 period, there will be a high demand for online virtual lessons due to their convenience.

Engagement between lecturer and participants will be more focused and concise due to the screen-to-screen talk. Lecturers can also share their notes and slides on these events and even adjust the word sizing in real-time to make them readable.

These lessons can be useful for hosting one big event. That would be especially beneficial for seminars and conferences.

With all these benefits, it’s no wonder why virtual events are here to stay.

Hosts are human beings too. They can’t possibly recite every single word given to them on the script. This is why we have teleprompters displaying transcripts for them to read aloud while they’re facing the camera.

A teleprompter is more than a just a monitor showing the script. There’s a proper format that were used by professional media companies to show it to their host. For this article we will be guiding you on how to prepare your transcript.

1. The Software

For our teleprompters, we use a free website called Free Teleprompter Software. You can adjust everything from the font color and size, to the speed of how you want the words to be scrolled down and read aloud. You can even change the color of the background to whatever you want it to look like and adjust the margin of the transcript.

What you can do is copy and paste your word document to the teleprompter and let it run its course.

Another tool that we have recently came across is Teleprompt.me. Unlike Free Teleprompter Software, it has the ability to scroll as you read with AI-based voice recognition software. This is especially useful if you do not have a team to scroll for you word by word. Still, the voice recognition isn’t perfect and may not identify certain words. If that’s the case you can choose to skip a few words or retrack back to the words it stops at.

Sure, you could use Microsoft Word for teleprompting but why scroll down manually with a black background when there are better and more convenient apps for you to do so?

2. The Hardware

You don’t need any professional teleprompters screen used by media companies for a virtual event. All you need is a computer and some small peripherals to guide you into looking at the teleprompter and reading it aloud.

Some Youtubers would put the teleprompter just below the camera along with a mirror near it so that they can read the teleprompter aloud while looking at the camera. The mirror allows them to look at how they are presenting and make small adjustments so that they appear the way they want it on the camera. Of course, that won’t be necessary if the recording could be projected onto another screen while the host is reading.

What if your laptop’s screen is too small? The cost-free (but troublesome) way is to enlarge the fonts. Although you would be able to read the words, the screen could only hold so much words and you may have to constantly pause your speech to mentally read whenever the teleprompter scrolls to a new set of words.

Your best bet is to get a larger spare monitor to compensate for the smaller screen. Most standard 16:9 monitors are affordable at below $500 range. Getting them will pay off for your virtual events in the long run.

And as an extra, it is ideal to get something to shield the teleprompter from studio lights or sunlight while you are reading.

3. The Format

Now that you have both the software and the hardware for your transcripts, what’s next? How you format the script will determine how easy reading it from afar and facing the camera.

For a start, the font size should be as big as possible in order to be readable. A font size of about 72 is ideal for a 1920 by 1080 monitor as it leaves enough room for the host to read from at least 3 meters to the camera. Next, you’d want to adjust the margin such that your eyes. That way it will be comfortable for your eyes to scroll in the centre without looking left and right.

And lastly, it has to be a black background with white wordings. Not only will it be easier to the eye as opposed to a bright glaring white one which makes reading the black words harder, but it is also easier to read in both a bright and dark environment. Under bright sunlight, the black background would not blend with the light. And in the dark background, the words illuminate and can be seen in the dark background.

Conclusion
Setting up a transcript is as easy as setting up your PC. With these tools and techniques, you can begin setting up your transcript for your next virtual event.

As of 2021, virtual events have been the most popular option for clients to host and event companies to organize. There is already a universal way of hosting these events. Most event companies are already familiar with the basic etiquettes and protocols of virtual events organization.     

Still, it is essential to ensure that your virtual event goes smoothly with as few hiccups as possible and that your clients can reach out to their audience anywhere with smooth video and audio quality.

Without further ado, here are the elements to be mindful of that even seasoned event companies have overlooked:

1. Appropriate Sound Effects

Having a variety of sound effects can garner positive feedback from the audience attending the shows. From a laughter track to an applaud track, they help to coordinate their reactions. The last thing you want for your virtual event is a laughter track over a solemn speech.

2. Smooth Connectivity

Are you frustrated with events that hangs a lot? Or those whose audio did not synchronize with the lips of the speaker? We do, too. That is why event organizers should ensure a flawless connection from the host to the audience. Ensure that your network is stable, and all your streaming equipment connects to the master system before the actual event.

3. Rehearsals

You might ask yourself: why need to rehearse for a virtual event? Throughout our experiences with setting up events, we learn that the more rehearsals we do before the actual event, the more mistakes we can identify and correct to provide a more flawless experience. Rehearsing for the event allows the host and staff to prepare for the event and ensures that they will deliver what they promise to their clients.

4. Optimum Video/Sound Quality

How good your virtual event look and sound will determine the overall quality of the event. You do not want your host to appear in low resolution or hear what he has to say clearly. Ensure that your camera and microphone are working, and your internet connection is stable enough to stream your event smoothly.

5. Spare Equipment

What is the worst thing that could happen to your virtual event? That is right! It is having one of your equipment not working or breaking down during the actual event and not having a spare replacement lying around. Therefore, you should have a backup in case it happens.

Now that you are aware of these, you are more equipped and prepared for the next virtual event. And if you are looking for someone to help you organize it, we are here for you!

Hosting virtual events has become the norm due to the COVID-19 pandemic. Still, physical events will not disappear thanks to governments loosening safe distancing restrictions over time as the spread of the virus weakens.

Unsure if you want your events to be conducted on the ground or over the screens? Let us lay down their pros and cons for you to consider:

Pros of Virtual Events

• Can reach out to wider audience
• Connect whenever or wherever you want
• Can be recorded and viewed again for those who missed it
• Dress code is not necessary
• Insights are easier to acquire
• Lower costs to maintain

With virtual events, event organizers do not need to worry about having too many event-goers in an event or controlling huge crowds that could be messy and chaotic to handle. As many as thousands of event-goers can be at the event, enjoying the same content at the same time.

As video conferencing apps are available on mobile and tablets too, virtual events are accessible anywhere, either you are outside or at home. Instead of taking a private car service down to the venue, all you have to do is to log in to the app, enter the correct code, and voila! You are in the event. And even if you are unable to make it for the event, event organizers can record the event and save the video for you so you won’t miss out on a thing from there.

Except for business or other professional events, choosing the right clothes for the event won’t be a factor to consider. Event-goers can wear whatever they want to wear when they are at a comfortable place to be themselves.

Video conferencing apps can collect data and insights from all participants of the video. With the data, event organizers and business partners can understand their target audiences better and host more virtual events that will resonate with them.

And lastly, virtual events are easier on the financial side of things. All you need are some recording equipment, some catering services, and entertaining hosts to preside the virtual event.

Cons of Virtual Events

• Lack of face-to-face interactions/networking
• Distractions
• Less physical excitement
• Higher rate of “no show” registrations

Despite the convenience and comfort virtual events have brought to us, several negative aspects could hinder networking opportunities and audience engagement.

Many would agree that it is better to create a network with someone in person rather than online. Not only is it more personal, but also both parties can easily access each other. When talking to individuals on a virtual platform, it may feel like there is a wall in between them that may hinder communications. Hence, some seasoned businessmen still prefer networking in person.

Distractions are another thing that may affect the quality of the virtual event. Is your kettle letting out steam? Are there kids playing in the background? Your family members calling you out while you are in a meeting? All these can be annoying to everyone in the event, especially if it is from the host’s end and he or she cannot mute his microphone because they have to speak to the rest of the event-goers.

Before the COVID-19 pandemic, more than 95% of event activities are physical. That is because human interactions and engagement are better delivered and received in person. And so, more companies still prefer physical events to digital ones.

Lastly, the privacy settings of virtual events have created a new problem: more participants not actively participating. Some participants would leverage the privacy settings by turning off their cameras and microphones and do something else while the presenter is speaking. One way to mitigate it is to enforce a “No turning off Camera” rule to encourage participation.

Pros of Physical Events

• Easy merchandising distribution and sampling of products
• More active participation
• More interactivity
• Stronger brand awareness

Ever since before the pandemic, most companies prefer to host physical events for their products so that their target audience has a better feel and understanding of whatever they are promoting. Although virtual events try to replicate that (such as allowing users to “try” on clothes using a virtual avatar or using 3D models of products), nothing beats seeing and touching the products with your senses.

Because the participants have to be present at the event, they are encouraged to be active and engaging with the event promoters or other participants. On a virtual event, participants can participate in the event even without saying a single word or showing their faces, which discourages networking and interactivity with others. Hence, physical events are more suitable for networking and activity than virtual ones.

When it comes to interactivity, there are more ways to host activities for physical events than virtual ones. Virtual events are limited to a screen and either a touchscreen or a keyboard and mouse. With physical events, companies can host activities that allow their participants to interact using their entire bodies.

With higher interactivity comes better brand awareness. Not only are you aware of what the brand is offering but also what kind of quality do they deliver and how do they satisfy their clients, something that virtual events could not do. Therefore, most companies still prefer physical ones.

Cons of Physical Events

• Limited to region and districts
• May risk breaking safe distancing laws
• Dependent on weather conditions
• Not ideal for busy individuals

Unfortunately, physical events are only available at either one place or a few selected places. And even then, no two physical events are alike. Virtual events allow anyone from anywhere around the world to participate. But physical ones only allow participants who are either near the area or can travel there to participate. Hence, the number of participants is limited.

As of now, safe distancing laws are still active. Any event company who will breach it will be penalized heavily and banned from hosting events in public spaces. Although an event organizer can hire part-time staff to facilitate the distance between participants in crowds, it can get hectic and messy if there are a lot of people in the vicinity, which may potentially attract the attention of safe distancing ambassadors.

Even before the pandemic, physical events faced a dilemma that has been plaguing them since the advent of events management: weather. Most outdoor events are affected by heavy rain or thunderstorm that could ruin the experience for the participants there. It is not just rain that everyone hates; hot weathers that make everyone sweat and stuffy can be an event killer, too.

Lastly, busy individuals have grown accustomed to the convenience of virtual events. You do not need to go down to the site to enjoy the event. On top of that, you can still participate in the event while working on something else. Physical events cannot provide such benefits to these busy individuals and may risk losing them when they are prioritizing their work or family lives over mere event participation.

Conclusion

Whether you opt for a virtual event or a physical one, it is essential to determine other factors. Are your target audience busy individuals or people who like outdoor activities? Is it necessary to host on-site? Or can it be done online to save costs? Anyone planning an event must consider them before deciding on which option to choose.

Planning an event in 2021 and beyond is not the same as before. Global situations like the COVID-19 pandemic and the birth of the cloud computing age are changing the ways events are planned and what clients are expecting from participating in these events.

Hence, we have to anticipate and embrace future events trends by being open to new technological advancement and adopting new tactics and innovations. By doing so, we can continuously keep our target audience entertained or gain their interest in the products or services that we are promoting.

Without further ado, here are some of our predictions for the future of event management.

Despite its good intentions to reduce the spread of the virus, safe distancing measures harm physical events. Large groups of people are prohibited, and everyone must maintain 1 meter apart. These measures make it tedious for event planners to organize their events within a confined and limited space.

With hybrid events and virtual events, organizers can continue to attract a large number of event-goers without any restrictions from the government implemented safe distancing measures. As the name implies, Hybrid events only allow a certain percentage of their eventgoers to be within the vicinity of the event while the rest will be enjoying the event behind the screen. Organizers who are more concerned about the safety and well-being of their eventgoers can opt for a fully virtualized event where everyone (including the hosts and the organizers) will be “at” the event virtually and within the comfort of their own homes.

Some examples of hybrid events and virtual events include:

• Virtual Dinner & Dance where catering services prepare the food and performers entertain their audiences online
• Virtual Teambuilder
• Digital Webinar
• Virtual Award Ceremony
• Digital Conferences

As planning a digital event is different from planning a physical one, event organizers have to come up with creative and innovative ideas to engage their event-goers while overcoming the limitations of experiencing an event virtually.

Even though more companies are switching over to hybrid or virtual events, some are still sticking to organizing physical ones but at the cost of having the number of participants controlled. They must handle long queues and continuously monitor their eventgoers to avoid safe distancing ambassadors from penalizing them and shutting down their events.

Having limited density physical events allow event management companies who are familiar with hosting events before the COVID-19 pandemic to remain in business and continue to serve their clients. On top of that, they can employ automatic sanitation systems to reduce the spread of the virus further and prevent their events from turning into a hotspot.

With the pandemic comes the rise in digital marketing, and what’s a better way to market your business digitally than to hire sponsors and brand ambassadors to promote your products or services entertainingly?

Shopee Singapore hired Gurmit Singh to reprise his iconic role as Phua Chu Kang to promote their 9.9, 10.10, and 11.11 sales event. A lot of Singaporeans remembered him doing the SAR-vivor rap during the 2003 SARS pandemic and have a positive reaction towards him being an ambassador of the popular local online marketplace. Combine that with catchy songs and lively side performers, users of Shopee have a positive association with the app.

The pandemic ceased many planned live performances and movie screenings. Hence, some musicians and directors have found a way to perform and entertain their audience through live-streaming and video streaming services. Local event organizers can leverage that by hiring foreign performers to their virtual events and even work with directors for private virtual movie marathons if they are ambitious enough.

In other words, live-streaming has brought performers to their audiences even closer than before.

Because COVID-19 era events are held mostly on the screen, event organizers have to work harder to break the barrier and reach out for the hearts and minds of their virtual event-goers. These include churning out content on their online platform and leverage social media to promote their event and communicate with their target audience. Content Marketing and Social Media Marketing is becoming more significant than before, and event organizers must leverage them to remain relevant in the pandemic.

Advancement in medical sciences allows us to move closer to a cure for COVID-19 and the end to this horrible pandemic. With the restrictions gone, many people will want to “come out and play” and are more willing to participate in physical events. Event organizers can look forward to an increase in quotes from their clients to attract their audiences who have been cooped up and restricted by the pandemic. It’s only a matter of time before the economy recovers once the cure is up.

2020 may be a challenging start for everyone in the events industry. But by adapting to a digital age and possessing the optimism that everything can and will return to normal once the pandemic is over, event organizers can continue thriving.

If you like what you are reading and want us to be your marketing partner, do keep in touch with our contact form here, and we will reach out to you for your next events.