Transitioning to Virtual and Hybrid Events

Creating virtual events is not as simple as moving the same content online — learn how to immediately leverage virtual solutions for effective in-person online events

As the global COVID-19 pandemic continues to have unprecedented impact on both the global economy and the whole of the world population, the need for effectively and efficiently connecting people and the right information has never been more urgent. Although the technology infrastructure currently exists, many organizations are scrambling to create virtual meetings and events to address important time-sensitive issues.

Transitioning to Virtual and Hybrid Events explains everything an event host needs to know about going virtual, from understanding the new audience, to adapting content to the new medium, to marketing effectively, and much more. Author Ben Chodor, president of Intrado Digital Media, provides expert advice and real-world instructions for delivering engaging hybrid, virtual, and streaming events and webinars for companies of all sizes and across all industries. Packed with detailed tutorials, real-world case studies, illustrative examples, and highly useful checklists, this comprehensive resource provides step-by-step guidance on:

• Planning, creating, and implementing a digital event
• Choosing between a stream, a webcast, or a hybrid event
• Evaluating different technological solutions
• Producing compelling virtual content for a variety of scenarios
• Effectively promoting online events
• Meeting the needs of a diverse and global audience

Transitioning to Virtual and Hybrid Events is an indispensable instruction manual for anyone tasked with enhancing their organization’s continuity plans, enabling their employee base to work remotely, or creating any type of virtual solution to meet this urgent crisis.

Foreword ix

Introduction xi

Chapter 1 Understanding Virtual and Hybrid Events 1

Chapter 2 Understanding Virtual Communication Tools 11

Chapter 3 Converting from Physical to Virtual 27

Chapter 4 Hybrid Events: The Best of Both Worlds 39

Chapter 5 Virtual Event Planning 101 53

Chapter 6 Assembling Your Virtual Event or Hybrid Event Team 65

Chapter 7 Adapting Your Content for Virtual 77

Chapter 8 Preparing Speakers for Virtual Appearances 105

Chapter 9 Monetization through Exhibitors and Sponsorships 117

Chapter 10 Marketing Your Virtual Event 139

Chapter 11 The Power of Virtual Event Data 157

Conclusion: Virtual Events Are Here to Stay 169

About the Authors 179

Appendix: Glossary of Terms 181

Index 187

BEN CHODOR is a global leader in the world of digital media and enterprise communications with an incomparable passion for technology. He is President of Intrado Digital Media, the world's leading virtual event and streaming company. Ben was cofounder and CEO of Happtique, and Founder and CEO of Stream57, one of the first successful streaming and virtual event companies.

GABRIELLA CYRANSKI works with clients to develop virtual event strategies at Intrado Digital Media and executive produces hybrid event television broadcasts that are syndicated globally. She has designed, managed, and executed physical, hybrid, and virtual event programs for over twenty years.

We'll remember 2020 as the year that brought the need for effectively and efficiently connecting people into sharp focus. Companies around the world are rapidly changing their in-person event strategies and shifting to virtual or hybrid events. Clearly, the necessity for online meetings and events has never been greater.

Transitioning to Virtual and Hybrid Events is a comprehensive roadmap to going virtual, helping you give your online audience a unique and compelling experience. This practical guide gives you expert advice and real-world instructions for delivering engaging hybrid, virtual, and streaming events and webinars that meet the needs of any situation. With this book as your guide, you'll quickly learn how to:

• Use virtual communication tools and online platforms
• Assemble your team to plan and implement a digital event
• Adapt and integrate your content for virtual events
• Select a stream, a webcast, or a hybrid event to meet specific needs
• Market online events to a diverse global audience
• Leverage the power of virtual event data analytics

Transitioning to Virtual and Hybrid Events shows you that you do not need to be a communications technology expert to develop and implement digital meetings, online conferences, and hybrid events—all you need is the creativity and the desire to connect people in a way that is meaningful and memorable.

Learn how to immediately leverage virtual solutions for engaging in-person online events

"As business leaders, we are tasked with serving, delighting, entertaining, and educating our customers and event attendees. And that's why the material in this book is so important. It provides not only the strategic guidance necessary to embrace this massive pivot from in-person to online events, but the practical tools that are critical in order to execute flawlessly and connect with your audience in a unique and memorable way."
—Kathleen Alcorn, VP of Marketing, Intrado Digital Media

Creating virtual events is not as simple as moving the same content online. Providing your attendees with an incredible user experience requires you to innovate. Transitioning to Virtual and Hybrid Events explains everything you need to know about planning, creating, and implementing a winning digital event. The authors draw from their hard-earned expertise in digital media and enterprise communications to provide you with step-by-step instructions on selecting your event topics, preparing your speakers, using virtual communication tools, marketing and monetizing your event, and much more. Clear, jargon-free guidance helps you develop virtual and hybrid event strategies that drive attendance and revenue, extend the reach of your content, attract more interest in your company, and keep you connected with investors, partners, vendors, employees, and customers anywhere in the world. This must have resource is essential reading for anyone needing to create solutions to meet the virtual communication needs of any type of organization.